Title
Report regarding a resolution authorizing and approving a Records Management Policy for the Citywide Records Management Program and amending the City’s Records Retention Schedule (Rosa Govea Acosta, City Clerk)
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RECOMMENDATION
Recommendation
Consider the adoption of a Resolution approving a Records Management Policy for the Citywide Records Management Program and updating the City’s Records Retention Schedule.
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BACKGROUND/DISCUSSION
On July 13, 2016, the City Council approved an amendment to the City’s Record Retention Schedule per Resolution No. 91-2016 (Exhibit A). The proposed new Records Management Policy (Exhibit B) outlines the framework for the proper creation, utilization, maintenance, storage, and preservation of City records. Since the City’s Records Retention Schedule was last adopted in 2016, it must now be updated to reflect current practices. The proposed Records Retention Schedule (Exhibit C), designed to work in conjunction with the proposed Records Management Policy, establishes guiding practices for a comprehensive Records Management Program. Together, the Records Retention Schedule and the Records Management Policy provide for a cohesive Citywide Records Management Program. The Records Retention Schedule, in particular, plays a crucial role in designating the appropriate authority for the retention of those records held by the City. The City utilizes the Records Management Program to ensure that the creation, use, maintenance, retention, storage, and preservation of City records comply with all legal requirements.
Records Management
This Records Management Policy establishes comprehensive and uniform methods for the cost-effective and efficient management of the City’s public records (i.e., the creation, utilization, maintenance, security, retention, storage, preservation, and destruction of public records), in accordance with legal requirements and professional standards.
The City establishes this Records Management Policy in accordance with all relevant federal, state, and local laws and contractual requirements related to records management. This policy is established in accordance with the State Records Retention laws (Government Code 34090, et seq.) and is relevant to the City's management of records, as well as the California Public Records Act (Government Code § 7290 et seq.). Additionally, where relevant to the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All physical hardcopy or electronic documents, sound, or video work created by employees while executing the City’s business are records under this policy, regardless of whether they are managed in a formal process by the employee’s department or kept by an employee or their work unit for reference or any other purpose. This policy brings numerous benefits, including improved efficiency and cost-effectiveness in record management.
Objectives of a Records Management Program:
• Develop policies and procedures for records management;
• Establish an inventory of records in all formats;
• Utilize technology to create, store, and retrieve records;
• Determine document destruction dates and destroy records at the end of their retention period following established guidelines;
• Store inactive records in a cost-effective and secure location;
• Identify and preserve vital records;
• Identify and preserve permanent records;
• Develop a disaster preparedness plan to protect and recover records; and
• Maintain an up-to-date filing and indexing system.
Benefits of a Strong Records Management Program:
• Better utilization of digital and office space;
• Cost reduction on filing equipment;
• Increase efficiency of information retrieval;
• Ensure compliance with retention requirements;
• Identify and safeguard vital records;
• Establish guidelines for the creation of new records; and
• Identify and preserve historical records.
Records Retention Schedule
The City Clerk or designee, as administrator(s) of the Records Management Program, shall be responsible for providing direction and policies regarding the production, maintenance, preservation, and disposition of records. This is accomplished by creating, implementing, and adhering to the City’s Record Retention Schedule, which has been updated in collaboration with citywide departments. The Records Management Policy and Records Retention Schedule work hand in hand to provide an organized Citywide Records Management Program.
FISCAL IMPACT
There is no fiscal impact to the adoption of the Records Management Program. Funding for the project has already been allocated with the City Clerk’s fiscal year 2025-26 operating budget.
RELATIONSHIP TO STRATEGIC PLAN
Approval of the Records Management Program and the City’s Record Retention Schedule will contribute to the City’s Strategic Plan. It aligns with Priority #6, which is focused on improving community connections by delivering the highest quality of services.
CONCLUSION
Staff recommends the approval of the Records Management Policy for the Citywide Records Management Program and updating the City’s Records Retention Schedule for compliance with federal, state, and local mandates and laws.