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)
label
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.
Body
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 Po...
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