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Resolution authorizing and approving a Records Management Policy for the Citywide Records Management Program and amending the City's Records Retention Schedule
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WHEREAS, the City of South San Francisco ("City") has an adopted Records Retention Schedule adopted on August 13, 2003, by City Council Resolution No. 74-2003 and amended by Resolution No. 21-2005 on February 23, 2005, Resolution No. 115-2011 on September 14, 2011, Resolution No. 5-2012 on January 25, 2012, Resolution No. 45-2013 on May 22, 2013, Resolution No. 19-2016 on February 17, 2016, Resolution No. 50-2016 on April 27, 2016, and Resolution No. 91-2016 on July 13, 2016; and
WHEREAS, the City's official Records Retention Schedule ("Schedule") is managed by the City Clerk's Office; and
WHEREAS, from time to time, it becomes necessary to amend the Schedule; and
WHEREAS, a Records Retention Schedule is necessary to meet the needs of the City and its residents to ensure the storage of records that assist in the conduct of the City's business and the prompt destruction of records with no continuing value; and
WHEREAS, the Records Management Policy, attached as Exhibit A, establishes the framework for ensuring the proper creation, utilization, maintenance, storage, and preservation of City records; and
WHEREAS, together, the Records Retention Schedule and the Records Management Policy provide for a cohesive Citywide Records Management Program.
NOW, THEREFORE, BE IT RESOLVED that the City Council of South San Francisco hereby approves amendments to the City's Records Retention Schedule to provide for the efficient and proper management and protection of the City's records. The schedule will enable the destruction of records deemed obsolete in accordance with the adopted Records Retention Schedule, as outlined in Exhibit B, and incorporated herein; and
BE IT FURTHER RESOLVED that, once the records are destroyed, the City Clerk will maintain all original Certificates of Destruction.
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