DATE: August 21, 2024
TO: Honorable Mayor and City Councilmembers
FROM: City Clerk's Office
TITLE: RESOLUTION APPROVING REVISIONS TO THE COMPREHENSIVE CITYWIDE RECORDS RETENTION SCHEDULE, AUTHORIZING ITS IMPLEMENTATION AND REPEALING RESOLUTION NO. 19-R0253-1
RECOMMENDATION
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Staff recommends that the City Council adopt a resolution approving revisions to the Comprehensive Citywide Records Retention Schedule, authorizing its implementation, and repealing Resolution No. 19-R0253-1.
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BACKGROUND AND ANALYSIS
The City Records Management Program, Municipal Code Chapter 2, Article XIV, Section 2.86 (e)(2) requires that the City’s records retention schedules be reviewed at five-year intervals or as needed for operational, legal, fiscal, or historical changes. This is the third five-year review since the implementation of the schedules and combines the Citywide and Police Department schedules in order to provide a single source document covering all Departments.
On October 6, 2004, the City Council adopted Ordinance No. 04-OR870-1, adding the Citywide Records Management Program. The initial retention schedules were subsequently adopted by Council under Resolution No. 08-R0659-1 and then superseded by Resolution No. 13-R0750-1 and 19-R0253-1. In preparation for the current review, each Department’s staff were asked to review the record series for their Department, as well as the series and categories listed as common to all Departments. Staff then submitted their recommended changes to current record series, identified new record series, or identified obsolete records. Staff requested longer or shorter record series retentions based on their Department’s needs, but no retention period fell below the City’s legal or regulatory requirements to retain records.
The resulting recommendations, along with the original schedule, were submitted to the City’s consultant, Gladwell Governmental Services, Inc. (GGSI) to review the legal or regulatory requirements, make applicable changes to existing record series, and to research the requirements for new series requested by the Departments. Upon completion of the review by GGSI, the initial draft was reviewed by City Clerk’s Office staff and the final review was conducted by the City Attorney’s Office. The requested retention revisions are outlined in Exhibit A, which is attached to this report.
In addition, this requested action provides authority to the City Clerk’s Office to add new record series, with the approval of the City Attorney and in consultation with the affected Department Director(s), or to adjustment the schedule as fiscal, legal or operational requirements change between the five-year review periods.
FISCAL IMPACT
There is no fiscal impact.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Kayla Valdovinos, Records Manager
Reviewed by: Zeb Navarro, City Clerk
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Resolution
2. Exhibit A