SR-06-09-2015-3BID
city of
Manta Honlca'
To: Mayor and City Council
From: Sarah Gorman, City Clerk
City Council Regular Meeting: June 9, 2015
Agenda Item: JP
Subject: Resolution Approving Revisions to the Citywide Records Retention Schedule
and Records
Recommended Action
Staff recommends that the City Council adopt the attached resolution approving the
revisions to the Citywide 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 on May 27, 2014 (attachment B). Adoption of this proposed
resolution updates the Schedules for various departments that requested changes to
their previous Schedule, by adding or deleting categories of documents, or changing the
amount of time each document category is retained.
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 is updated. Revisions are presented annually to Council
for approval.
During the past year, many new record series titles were added to the Schedule and
retention periods were revised for various documents in all departments. For example,
the Finance Department added several new record series titles to their Schedule
including "Central Business Assessment Records," and the Police Department changed
the name of several of their divisions. The revised schedule was reviewed by Division
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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 a possibility of litigation or an audit,
related documents will not be destroyed. In these cases, those 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 and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared By: David Willis, Records Management Coordinator
Approved Forwarded to Council
a ,
Sarah P. Gorman, City Clerk 5/26/2015 Elaine M Polachek, Interim City MSih7 oid5
Attachments:
A. Resolution RRS 2015 (PDF)
B. May 27, 2014 Staff Report (web link)
C. December 9, 1997 Resolution (web link)
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Reference:
Resolution No. 10880
(CCS)