SR-103-002-01 (3)
f:ctyclerk\melodi\records2003-Consolidated.doc Santa Monica, California
City Council Meeting 01-28-03
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Resolution approving a consolidated City-wide Records Retention
Schedule.
INTRODUCTION
:
This report recommends that the City Council adopt the above-referenced
resolution approving a consolidated City-wide Records Retention Schedule
related to the City’s Records and Information Management Program.
Adoption of the proposed resolution will allow City departments to manage
documents based on the approved records retention schedule.
BACKGROUND:
Since the approval of the City-wide Records Management Program in December
1997, staff has been establishing document retention schedules for each City
department. During the past five years the City Council, has approved records
retention schedules for all City departments, except for the Police Department.
Staff is recommending approval of the consolidated document that combines all
individual departments’ records retention schedules and includes the addition of
the Police Department in one complete document.
Modifications reflecting additional forms and/or changes in department policies
have been made to several departments’ records retention schedules since the
inception of the Program. In August 1999 and March 2001 the Records and
Information Management Manual was revised to accommodate procedure
changes and new forms.
Staff will continue to conduct annual reviews and as new forms are created, as
existing forms become obsolete, as individual departments’ policies change and
as laws change, both the manual and the City-wide records retention schedule
will be updated. Revisions will periodically be presented to Council for approval.
DISCUSSION:
The retention period for each record title was established based on legal
statutes, regulations or requirements, usage, and the importance of the records.
The schedules were then reviewed by division heads, approved by the
Department Heads, and finally reviewed and approved by the City Attorney and
the City Clerk.
The Records and Information Management Manual is updated on a regular basis
and is used by staff to achieve uniformity of paper management within each
department. Staff uses this Manual as a resource to clarify issues of document
control and retention, when legal questions arise. The Manual also serves to
assist staff in managing space requirement and off-site storage.
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The destruction process requires written authorization from the Department
Head, the City Attorney, and the City Clerk. When there is the possibility of
litigation, documents will not be destroyed. In the event of a lawsuit, records will
be kept for one year after the case is settled or until deemed appropriated by the
City Attorney.
FINANCIAL IMPACT:
There is no financial impact.
RECOMMENDATION
:
Adopt a resolution approving the City-wide records retention schedule and
incorporating Resolution No. 9221 (CCS), which approved the Records
Management Program by reference.
Prepared by: Maria M. Stewart, City Clerk
Melodi A. Pearson, Records Management Coordinator
Attachment: Attachment A: Resolution
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