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~;tya, City Council Report
Santa Monica®
City Council Meeting: June 23, 200.9
Agenda Item: 1 ~- ~.
To: Mayor and City Council
From: Maria M. Stewart, City Clerk
Subject: Resolution approving revisions to the City-wide Records Retention
Schedule
Recommended Action
Staff recommends that the City Council adopt the attached 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
documents in each department. Departmental revisions to the Schedule are an on-
going part of the maintenance and implementation of the program. The last revision
was approved by Council in 2007. Adoption of this proposed resolution updates the
Schedules for various departments.
Discussion
The revised Schedule is a result of reviews conducted during the past year. As new.
forms are created, as existing forms become obsolete, as individual departments'
policies change, as laws change and department/division names change,. Schedule will
be updated. Revisions will periodically be presented to Council for approval.
During the past year, there were reorganizational changes. The Environmental & Public
Works Department name changed to Public Works. The Office. of Sustainability and the
Environment is now a Division of the City Manager's Office. Retention periods were
revised for various documents in all departments. 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.
Financial Impacts & Budget Actions
There is no financial impact as a result of the adoption of this resolution.
Prepared by: Maria M. Stewart, City Clerk
David L. Willis, Records Management Coordinator
Approved:
~.. w a
Maria M. Stewart
City Clerk
Forwarded to Council:
City Manager
Attachments: Exhibit A -Records Retention Schedule
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Reference Resolution No.
10401 (CCS).