HomeMy WebLinkAbout02-20-2015 Memo - Conversion of Hard Copy to Electionic RecordsMEMORANDUM
DATE 02/20/2015
TO: Anthony J. Mejia, City Clerk
J. Christine Dietrick, City Attorney
FROM: Anthony J. Mejia, City Cle
SUBJECT: CONVERSION OF HARD PY TO ELECTRONIC RECORDS
In accordance with the, City's Records Retention Policy, certain records have been identified as
being eligible for conversion from hard copy to electronic copy and will be maintained with a
trusted system as described in the Secretary of State Guidelines for Trustworthy Electronic
Document or Records Preservation Standards.
Record Titles to be eligible for electronic retention:
Office General Management
• Correspondence
• General Information
Office Reference
• Certificates of Life
• Chronological Files
• Complaints
Records Management
• Public Records Requests
• Records Retention Schedule
Council Files
• Appeals Heard By Council
• Council Agenda Packets
• Council Policies and Procedures
• Council Subcommittee Assignments
• Oaths of Office
• Petitions to Council
• Proclamations
• Proposition 218 Protest Letters
• Agenda Correspondence
Commissions, Committees, Boards
• Agenda/Agenda Packets
• Bylaws
• Membership File
• Applications
• Recruitment File
• Rosters
Conversion of Hard Copy to Electronic Records Page 2
City Advisory Bodies
• Advisory Body Handbook
• Advisory Body Training
• Annual Advisory Body Recognition
• Miscellaneous /Ad Hoc Advisory Bodies
• Quarterly Advisory Body Chair Meeting with Mayor
Election
• Certificates of Life
• Campaign Disclosure Statements (after one year of hard copies)
• Election Correspondence
• Election Documents
• Election History
• Election Notices, Publications, Certificates
• Municipal Election File /Sample Ballots
• Nomination Papers
Please sign below indicating that the record titles are a propriate for electronic retention and the
retention system meets the requirement, of the reco A re ention policy.
Head
Original: City Clerk's Office
Copy: Department
Attorney ii Clerk