sr-052212-3gCity of City Council Report
Santa Monica
To: Mayor and City Council
From: Maria M. Stewart, City Clerk
City Council Meeting: May 22, 2012
Agenda Item: ZO__
Subject: Resolution Approving Revisions to the City -wide Records Retention
Schedule and Records
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 2011. Adoption of this proposed resolution updates the
Schedules for various departments.
Discussion
The revised Schedule is a result of reviews of Department's records 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, the Schedule will be updated. Revisions will periodically be presented
to Council for approval.
During the past year, many new record series were added to the Schedule and
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.
1
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 for destruction by the City Attorney.
Financial Impacts & Budget Actions
There is no financial impact as a result of the adoption of this resolution.
Prepared by: David L. Willis, Records Management Coordinator
Approved:
Maria M. Stewart
City Clerk
Forwarded to Council:
Rod Gould
City Manager.
Attachments: Exhibit A — Resolution Approving Records Retention Schedule
2.
Reference Resolution No.
10676 (CCS).