SR-062408-1JTo: Mayor and City Council
From: Maria M. Stewart, City Clerk
City Council Meeting: June 24, 2008
Agenda Item: _~7
Subject: Resolution approving revisions to the City-wide Records Retention.
Schedule
Recommended Action
Adopt a resolution approving the revisions to the City-wide Records Retention Schedule
("Schedule").
Executive Summary
The City-wide Records and Information Management Program was approved by
Council in December 1997 and Records Retention Schedules were established for each
department. Departmental revisions to the City-wide Schedule are an on going part of
the maintenance and implementation of the program. The last revision by Council was
approved in 2005. Adoption of this proposed resolution updates the Schedule for
various departments and establishes retention schedules for departments affected by
the City's reorganization in July 2007.
Discussion
The revised City-wide Schedule is a result df reviews conducted during the past year as
well as the City's reorganization that took place ih July 2007. As new forms are created,
as existing forms become obsolete, as individual departments' policies change, as laws
change and as departmentidivision names change, the City-wide 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 statues, 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.
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The destruction process requires written authorization from the Department Head, the
City Attorney, and the City Clerk. When there is a possibility of litigation or an audit,
related documents will not be destroyed. Records will be kept for one year after the
lawsuit/audit is settled or until deemed appropriate by the City Attorney.
The City of Santa Monica Records and Information. Manual will be updated once the
City Clerk's department implements its new Records Management Software. These
documents will be available to City Staff on the City's Intranet in about 6 months.
Financial Impacts & Budget Actions
There is no financial impact created by the adoption of this resolution.
Prepared by: Maria M. Stewart, City Clerk
David L. Willis, Records Management Coordinator
Approved:
o.,,~
Maria M. Stewart
City Clerk
Attachments: Exhibit A -Records Retention Schedule
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Reference Resolution No.
10314 (CCS).