Title
Staff Report for a Resolution Approving Records Retention Schedules for City Records, and Approving the Destruction of Records in Accordance with the Retention Schedules, Subject to the Review and Consent of the City Attorney
Staffreport
SUMMARY AND RECOMMENDATIONS
Working with City departments and Gladwell Governmental Services, Inc., a local government records consultant, staff prepared records retention schedules that specify the retention periods for records kept by the City. The City Manager and the City Clerk recommend that the City Council adopt a resolution, approving the new records retention schedules for the following departments/divisions: Mayor and City Council, City Attorney, City Manager, City Clerk, Information Services, Finance, Library, Public Works, and Recreation and Human Services.
BACKGROUND
Cities have responsibility for managing many different types of records for various governmental purposes. Certain records, such as agreements and purchase orders, are vital to the conduct of a city's day-to-day business; while others, such as meeting minutes, are important historical records.
California Government Code Section 34090 et seq. provides general requirements for the retention of local government records, as well as specific requirements for certain types of records. Retention periods for various types of records are also specified elsewhere in federal, state and local law. For example, in 2012 the City Council adopted Title 10, Chapter 6 of the San Leandro Administrative Code, which requires the City to retain emails for a minimum of two years. Variations in retention periods, as allowed by statute, can be recommended by staff to meet various public or business interests.
The Government Code provides various methods for a city to manage its records program. One alternative allows the City Council to delegate decisions regarding the retention and destruction of records to City staff, once a compliant records ret...
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