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, ?scal, or historical changes. This is the third ?ve-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 The initial retention schedules were subsequently adopted by Council under Resolution No. 08-R0659-1 and then superseded by Resolution No. 13-R0750-1 and 19-R0253-1.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 identi?ed 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, mak...
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