HomeMy WebLinkAboutSS3 - Records Retention Update - PowerPointCity Council Study Session
March 22, 2016
March 22, 2016
Item No. SS3
The City’s Records Retention Schedule
Recent History & Authority to Destroy
Proposed Changes
Next Steps
“A comprehensive list of records series titles, indicating for each series the length of time it is to be maintained.” ~ARMA International, 4th edition
“A list of records produced or maintained by an agency and the actions taken with regards to those records. A retention schedule is an agency’s legal authority to receive, create, retain, and dispose of official public records. It assists the agency by documenting which records require office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have any administrative, fiscal, or legal value.” ~SOS Local
Government Records Management Guidelines, February 2006
April 22, 2014 – City Council Study Session
May 13, 2014 – City Council Regular Session
◦Approval of updated Records Retention Schedule
Resolution No. 2014-35
◦Authorized the City Clerk, City Manager, and City
Attorney to approve non-substantive changes.
Records
Management
Consultant
City Clerk
Departments
Gladwell
Governmental
Services, Inc.
City
Attorney
CC-007: Audio Recordings of Council Meetings [and all Boards, Commissions & Committees, except Planning Commission]
◦Keep classification, except remove retaining audio recordings of Council meetings since Council meetings are videotaped and are permanent records.
Amendment to Council Policy A-11
FR-017: Training Database
◦Delete in it’s entirety. The Fire Department has never had or maintained such database.
LS-022: Leave Requests
◦Delete in it’s entirety. Leave request forms are no
longer part of the Library’s business practice.
LS-032: Work Schedules
◦Delete in it’s entirety. Work Schedules are a
transitory record which does not need a
classification.
MOD-003: Daily Division Work Diaries (“Red Books”)
◦Change total retention from 30 years to 7 years. The 30 year retention was originally a department request, not a legal requirement.
MOD-006: DMV ETP Renewal Application and Renewals
◦Delete in it’s entirety. No longer part of MOD’s business practice.
PD-031: Backup Tapes – DAILY – Network, All
Files on Shared Drives
◦Delete in it’s entirety. NBPD’s IT Division backups
their data weekly in lieu of daily.
RS-010: School District Facility Use Forms
◦Delete in it’s entirety. The School District is the
office of record and maintains the original record,
not Recreation.
Incorporate comments from today’s Study
Session.
April 12, 2016 City Council Regular Session
◦Recommend Approval of Resolution.
If approved, distribute to staff for use.
Leilani I. Brown, City Clerk 949-644-3005 lbrown@newportbeachca.gov