SR-103-002-01 (4)
f:ctyclerk\melodi\records2005-Revision1.doc Santa Monica, California
City Council Meeting 11-08-05
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Resolution approving revisions to the City-wide Records Retention
Schedule
INTRODUCTION
:
This report recommends that the City Council adopt a resolution approving a
revision to the 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 and Information Management
Program in December 1997, staff has been establishing records retention
schedules for each City department. In January 2003 the City Council, approved
the consolidated City-wide Records Retention Schedules for all City
departments.
DISCUSSION:
The revised City-wide Records Retention Schedule is a result of reviews
conducted during the past two years. As new forms are created, as existing
forms become obsolete, as individual departments’ policies change, as laws
change and as department/division names change, the City-wide Records
Retention Schedule will be updated. Revisions will periodically be presented to
Council for approval.
Retention periods for each record series title were established based on legal
statutes, regulations or requirements, usage, department policy and the
importance of the records. The revised schedule was reviewed by division and
department heads and approved by the City Attorney and the City Clerk.
The destruction process requires written authorization from the Department
Head, the City Attorney, and the City Clerk. When there is the possibility of
litigation, related documents will not be destroyed. Records will be kept for one
year after a lawsuit is settled or until deemed appropriate by the City Attorney.
In addition to the revised City-wide Records Retention Schedule, the City of
Santa Monica Records and Information Management Manual was updated with
minor changes. These documents are available to City Staff on the City’s
intranet.
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FINANCIAL IMPACT:
There is no financial impact.
RECOMMENDATION
:
Adopt a resolution approving the revised 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
(See Adopted Resolution No.
Attachment: Attachment A: Resolution
10082 (CCS)).
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