HomeMy Public PortalAbout07) 7D (For Public) Adoption of Resolution 18-5308 Amending the Citys Record Retention ScheduleDATE:
TO:
FROM:
MANAGEMENT SERVICES DEPARTMENT
February 6 , 2018
The Honorable City Council
Bryan Cook, City Manager
By: Peggy Kuo, City Clerk
MEMORANDUM
AGENDA
ITEM 7.0.
SUBJECT: ADOPTION OF RESOLUTION NO. 18 -5308 AMENDING THE CITY'S
RECORDS RETENTION SCHEDULE
RECOMMENDATION:
The City Council is requested to adopt Resolution No. 18-5308 (Attachment "A")
adopting the City's amended Records Retention Schedule (Exhibit 1).
BACKGROUND:
1. On April 4, 2017 , City Council adopted Resolution No. 17 -5244 updating the City's
Records Retention Schedule for Fiscal Year (FY) 2016-17 .
2. On January 1 0, 2018, City entered into a contract with Gladwell Governmental
Services, Inc. (GGS) to assist the City Clerk with the review of citywide records and
annual records destruction.
3 . On January 10, 2018 , GGS reviewed citywide records with staff and updated the
City's Record Retention Schedule for Community Development Department, City
Clerk, Administrative Services Department, and Parks and Recreation Department.
ANALYSIS:
The City's Records Retention Schedule is a written policy which governs the period
records are retained in the City. It provides the legal authority for the disposition of city
records and demonstrates compliance with governmental regulations. Regular review
and update of the City's Record Retention Schedule is necessary to ensure the City is
in compliance with changes in State law and guidelines issued by the California
Secretary of State.