HomeMy WebLinkAbout04/24(1)/2001, C8 - RESOLUTION ADOPTING A CITYWIDE RECORDS RETENTION SCHEDULE AND POLICY i
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CITY OF SAN LUIS OBISPO
FROM: Lee Price, City Clerk
SUBJECT: RESOLUTION ADOPTING A CITYWIDE RECORDS RETENTION
SCHEDULE AND POLICY
CAO RECOMMENDATION
Adopt the Resolution adopting a City-wide Records Retention Schedule and establishing a policy
for the preservation, protection and legal disposition of the City's Records.
DISCUSSION
In 1993, the City Council adopted formal retention schedules for the Departments of Finance and
Personnel (now Human Resources). The retention schedules provide appropriate retention and
destruction periods, in accordance with State and Federal Law. Records in those two
departments are retained and destroyed pursuant to the adopted records retention schedules.
In January of 1994, the CAO approved a decentralized, voluntary approach to the City's records
management program. This program allowed departments control over their own records and
records management practices. In July of 1995, Council adopted, by motion, a formal Records
Management Program and Manual. The intent of the manual was to provide educational and
legal resources for each department to assist them with implementing a cost-effective, efficient
records management system. The goal, at that time, was to begin developing a city-wide records
retention schedule.
During the last several years, there has been little change in the manner in which departments
manage their records. Today, most departments are storing active and inactive records in
whatever space is available to them. City facilities and off-site contract storage services are
being employed to house inactive records, many of which are no longer needed. With the lack of
a city-wide retention schedule; many records which can(and should)be legally destroyed, have
not been and are taking up valuable work space.
The City Clerk has met with Department Records Coordinators to assess their records
management needs, to discuss options for managing the City's records in a comprehensive
manner and to develop the draft city-wide records retention schedule(Attachment#2). Many
hours of legal research have gone into the development of the retention schedule. Every record
type identified was reviewed to determine its value to the organization. Retention periods are
proposed based not only on legal requirements,but also on the record's administrative and/or
historical value to the City. In all cases, the recommended retention periods meet or exceed
minimum requirements.
The draft resolution, if adopted,will approve the retention schedule and policy. In addition, it
will rescind Resolution No. 8122 (1993 Series), which authorized the retention schedules for the
C8-1
Council Agenda Report—Resolution Adopting Records Retention Schedule/Policy
Page 2
Human Resources and Finance Departments. During the review and development of the city-
wide retention schedule,HR and Finance staff reviewed their retention schedules and updated
them as appropriate. Those amended schedules have been incorporated into the draft city-wide
retention schedule.
The draft resolution approving the retention schedule and policy also repeals certain provisions
of Resolution No. 5304 (1984 Series) as they relate to the retention of audio tapes of City
Council meetings. Resolution No. 5304 specifies that the tapes will be preserved permanently or
as set forth in an approved records retention schedule. Currently the Office of the City Clerk
pays monthly fees to store approximately 4,000 audio tapes from City Council meetings in 1981
through 1999. Meeting tapes from 2000 forward are kept at City Hall in the City Clerk's vault.
It is costly and burdensome to retain audio tapes permanently. State law only requires that audio
or video tapes be kept for ninety days. Staff is recommending that all audio tapes of meetings
(City Council or other)be retained for a period of two years. Requests for copies of tapes
almost always occur within a few weeks after a meeting and rarely more than one year from the
meeting date. Past practice proves that to keep audio tapes longer than two years is truly
unnecessary.
Staff is recommending that the video tapes of meetings of the City Council and Planning
Commission be retained for a period of six months. This is three months longer than State law
requires and is consistent with the practice in many other California cities that televise their
Meetings.
CONCURRENCES
All departments had input in the development of the retention schedule.
FISCAL IMPACT
There is no direct cost to implement the records retention schedule. While it is difficult to
determine the exact amount, it can be assumed that the adoption of a formal records retention
schedule will result in a cost savings to the City. The City will save money by eliminating in a
timely manner unnecessary and duplicate records currently being stored on and off site.
ALTERNATIVES
Do Nothing. It is costly to keep records that are eligible for destruction and staff,therefore, does
not.recommend.this alternative.
ATTACHMENTS
1. Draft Resolution
2. Draft Retention Schedule
3. Draft Retention Policy
C8-2
ATTACHMENT#1
RESOLUTION NO. (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY=WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION,PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the paperwork
accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines for
destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No. 5304(1984 Series)
authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993 Series)
authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule, which
standardizes the length of time records are kept according to all applicable legal, fiscal,
administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is hereby
adopted and shall be implemented on an, ongoing basis without further action by the City
Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a retention
period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules for
certain financial and personnel records is hereby superseded..
SECTION 5. The City Council does hereby direct.the City Clerk, in consultation with
the City Attorney, to review annually state and federal regulations and to update the Records
Retention Schedule and/or policy as necessary.
Upon motion of , seconded by
and on the following roll call vote:
C8-3
Resolution No. (2001 Series)
Page 2
AYES:
NOES:
ABSENT:
the foregoing resolution was adopted this day of , 2001.
Mayor Allen Settle
ATTEST:
Lee Price, City Clerk
APPROVED AS TO FORM:
N
. J ge n, LF Attorney
C8-4
Attachment 2 .
Page 1 of 23
RECORDS RETENTION AND
DISPOSITION SCHEDULE
Prepared by the
Office of the City Clerk
April 2001
C8-5
City of SLO Attachment 2
Records Retention Schedule Page 2 of 23
Retention Codes
A/E After expiration
AU Audit
CU Current
CL Closed/Completed
D/R Destroy when no longer relevant
I Indefinite
P Permanent
S Superceded
T Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOMC San Luis Municipal Code
USC United States Code
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ATTACHMENT#3
Resolution No. (2001 Series)
Exhibit B
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION 1: Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics.
"Writing" means handwriting, typewriting, printing, photocopying,photographing,
and every other means of recording upon any form of communication, data, or
representation, including letters, words, pictures, sounds, or symbols, or
combination thereof, and all papers, maps, magnetic or paper tapes, photographic
films and prints, magnetic or punched cards, discs, drums, electronic computer
storage devices and documents. Public records does not include records which are
not retained by the City in the ordinary course of business such as, but not limited
to, preliminary drafts, notes, messages, working papers, stenographic notes and
tapes used in transcription customarily discarded.
Computer software purchased or developed by the City is not itself public record.
"Computer software" includes computer mapping systems, computer programs,
and computer graphics systems. The data or information stored in a computer is a
public record and shall be managed and disclosed as required.
B. "Records Management" means the systematic control of the creation, processing,
use, protection, storage, and final disposition of all pubic records pursuant to State
C. "Retention Schedule" means the document identifying the length of time a record
is maintained including disposition.
D. "Disposition"means the length of time a record is kept, which may be permanent.
E. "Active Record"means records kept in the office and referred to on a regular
basis.
Records Retention Policy v 99A"
ATTACHMENT#3
Resolution No. (2001 Series)
Exhibit B
F. "Inactive Record"means any public record transferred to a records center for
storage until disposition is reached.
G. "Archives"means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
H. "Historical"refers to the retention of records which.have enduring value because
they reflect significant historical events or document the history and development
of the City.
I. "Vital"records containing information essential for: the resumption of operation
after a disaster or the reestablishment of the legal and financial status of the
organization.
SECTION 3. Ownership of Public Records:
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and Employees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council.
C. City Attorney. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. City Clerk. The City Clerk may, for the proper and efficient management of the public
records:
1. Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
Records Retention Policy C47A9
ATTACHMENT#3
Resolution No. (2001 Series)
Exhibit B
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney;
3. Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department Heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
records of that department. Such program shall, among other things, provide for:
1. Effective controls over the creation; maintenance, and use of public records
in the conduct of business;
2. The maintenance and security of records deemed appropriate for
preservation.
3. Segregation and disposal of records of temporary value in accordance with
the established retention schedule and this policy.
SECTION 5. Records Purge:
At least annually, each Department is responsible for reviewing all records in their custody.
Records which have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
SECTION 6. Destruction of Public Records:
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents, along with the signed Certificate
of Destruction (see example attached), shall be filed in the Office of the City Clerk.
Records Retention Policy CPSgAO
ATTACHMENT#3
Resolution No. (2001 Series)
Exhibit B
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
The City has identified that recycling the paper produced from the destruction of these records is
the most appropriate method of disposal. Accordingly, although the specific method used for
destruction shall be at the discretion of the Department Head, it shall reflect a method of
destruction that recycles any paper products and avoids the use of sanitary landfill sites.
Records Retention Policy Cog I
1
ATTACHMENT#3
MEMORANDUM Example
Date:
TO: Department Head
Jeff Jorgensen, City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On, the City Council adopted a Records Retention Schedule. In
accordance with that schedule, certain records have been identified as eligible for
destruction. A listing of those records is attached.
Provide general information about the request: (Example: 104 boxes of records exceeding
the retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling after the Friendship School removes the non recyclable
materials (paper clips, metal prongs, rubber bands, etc.) from the files. The cost of this
service will be $1.50 per box or $156.00 and approximately $40.00 for two boxes of large
heavy duty plastic bags used to contain the paper for the recycler. We are scheduled to
deliver the 104 boxes to Friendship School on(date).)
Please sign below indicating your approval for the destruction of the attached listing of
records.
Dept Head/Dept Jeffrey Jorgensen, City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name) do hereby certify that the records listed on
the attached were properly disposed of on date
Signature
Original: City Clerk
Copy: Department C%
4
- ATTACHMENT#3
RECORD STORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING"
TO BE DESTROYED MARCH 2001
SYSTEM STORAGE DESCRIPTION FISCAL
DATE YEARS
Accounting 06/98 Receipt journals,budget amendments 96-97
Accounting 06/98 Receipt journals,budget amendments 96-97
ADMIN 07/94 Street Report 198-89,Transit Report 1985-90,DOT Special Projects 1982-86 80-90
ADMIN 06/96 6/94 audit workpapers,debt service trustee thru 6/95, Street Report 6/90, 1986 Capital 86-95
Improvement Financing binder
ADMIN 06/96 Utility billing adjustment committee 6/95-1/96,sales tax 1'/2"d quarter 1995 95-96
ADMIN 09/97 Utility billing adjustment committee 96-97
ADMIN 03/99 Audit workpapers 94-95
A/P 06/96 1099 tax reports 85-90
A/P 07/98 Ameripride/Valley Industrial backup 96-97
A/P 07/98 Cash trial balance,destruction list,refunds 96-97
A/P 07/98 Call America backup 96-97
A/P 07/98 Pacific Bell backup 96-97
A/P 07/98 Vouchers A 96-97
A/P 07/98 Vouchers B 96-97
A/P 07/98 Vouchers Ca-Ch 96-97
A/P 07/98 Vouchers Cl—Cy 96-97
A/P 07/98 Vouchers C misc—D misc 96-97
A/P 07/98 .Vouchers E—F 96-97
A/P 07/98 Vouchers G—H 96-97
A/P 07/98 Vouchers I—K 96-97
A/P 07/98 Vouchers L—Mi 96-97
A/P 07/98 Vouchers Mo-O . 96-97
A/P 07/98 Vouchers P—Ph 96-97
A/P 07/98 Vouchers Pi—P misc 96-97
A/P 07/98 Vouchers Q—San Luis J 96-97
A/P 07/98 Vouchers San Luis M—SLO City 96-97
A/P 07/98 Vouchers SLO County—Sp 96-97
A/P 07/98 Vouchers St—Te 96-97
A/P 07/98 Vouchers Th—V 96-97
A/P 07/98 Vouchers W-Z 96-97
A/R 06/97 Paid invoices 96-97
A/R 11/97 Payment batches,MARS reports 96-97
A/R 11/97 Paid invoices 96797
Bank Rec 06/96 Bank reconciliations 94-95
Bank Rec 07/96 Bank reconciliations&daily bank reports 94-95
Bank Rec 08/00 Stale-dated checks 90-93
Bank Rec 12/99 Stale-dated checks 88-98
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
Bank Rec 03/97 Cancelled checks 94-95
B/T 07/95 Tax certificate copies 94-95
B/T 07/95 Reports;open balance;payment.,billing&adjustment registers Q 94-95
C4
ATTACHMENT #3
B/T 06/95 New applications,renewals 94-95
B/T 06/95 New applications,renewals 94-95
B/T 06/95 New applications,renewals 94-95
B/T 06/95 New applications,renewals 94-95
B/T 06/97 Billings,payments,adjustments,tax certificates, '96 audit verification 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 07/97 Revenue Envelopes 96-97
CASH 10/96 Cash register reports&tapes 96-97
CASH 12/96 Cash register reports&tapes 96-97
CASH 03/97 Cash register reports&tapes 96-97
CASH 05/97 Cash register reports&tapes 96-97
CASH 06/97 Cash register reports&tapes 96-97
CASH 09/97 Cash register reports&tapes 96-97
CASH 07/97 Daily cash posts 96-97
CASH 07/97 Daily cash posts 96-97
CASH 07/97 Daily cash posts 96-97
PAYROLL 03/97 Federal&state tax reports 1990
PAYROLL 03/00 Timecards 1995
PAYROLL 03/00 Timecards 1995
PAYROLL 03/00 Timecards 1995
PAYROLL 03/00 Timecards 1995
PAYROLL 03/00 Timecards 1995
PAYROLL 03/00 Timecards 1995
UB 06/95 Meter reads,service orders,on's&off s 94-95
UB 05/97 Low income program,meter reads,EOC applications 94-95
UB 08/97 Meter read books 96-97
U/B 08/97 On's&offs,service orders 96-97
UB 02/97 On's&offs,service orders 96-97
UB 03/97 UB annual purge 96-97
UB 08/96 Cash posts,adjustments,billings,month end 96-97
UB 09/96 Cash posts,adjustments,billings,month end 96-97
UB 10/96 Cash posts,adjustments;billings,month end 96-97
UB 11/96 Cash posts,adjustments,billings,month end 96-97
UB 12/96 Cash posts,adjustments,billings,month end 96-97
UB 01/97 Cash posts,adjustments,billings,month end 96-97
UB 01/97 Cash posts,adjustments,billings,month end 96-97
UB 03/97 Cash posts,adjustments,billings,month end 96-97
UB 04/97 Cash posts,adjustments,billings,month end 96-97
UB 05/97 Cash posts,adjustments,billings,month end 96-97
UB 05/97 Cash posts,adjustments,billings,month end 96-97
UB 06/97 Cash posts,adjustments,billings,month end 96-97
UB 06/97 Cash posts,adjustments,billings,month end 96-97
UB 10/97 Cash posts,adjustments,billings,month end 96-97
GALISTSIOESTROY 2001
CR-11