Title
Staff Report for a Resolution Approving Updated 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 a local government records consultant, staff prepared records retention schedules that specify the retention periods for records kept by the City. Staff recommends that the City Council adopt a resolution approving the updated records retention schedules for the following departments/divisions: Business Development, City Clerk, Citywide, Community Development, Engineering and Transportation, Human Resources, and Police. Adoption of the resolution will complete the update of the City's records retention schedule.
BACKGROUND
Cities are responsible 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 or 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 r...
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