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Home My WebLink AboutSS3 - Records Retention Schedule - PowerPointApril 22, 2014 Agenda Item No. SS3 schedules Leilani I. Brown City Clerk City of Newport Beach Records Retention Schedules History What Hasn't Changed What is Being Proposed to Change, Possibly Audio Recording Retention History Records Retention Schedule ( "Schedule ") was updated most recently in 2003, 2006, 201 1 , and now in 2014 Reason for Updates Changes in State Law Better Business Practices • Inclusion of documents not previously included • Improves Efficiencies Schedules are governed by Government Code Sections 34090 et seq. What Hasn't Changed Council has the discretion to amend the Schedule The Schedule is reviewed and approved by Council Additions or Amendments (not deletions) to the approved Schedule are only allowed with the approval of the City Clerk and City Manager A majority of the line items in the proposed Schedule have been unchanged Departments have reviewed the proposed changes What Hasn't Changed (cont'd) Council documents remain permanent records: Minutes (both hard copy & imaged document) • Resolutions (both hard copy & imaged document) • Ordinances (both hard copy & imaged document) • Deeds (both hard copy & imaged document) • Meeting Video Stream from .July 2005 to forever • Agenda Packets (imaged document) ► Staff training will occur after Council adopts the Schedule Updated timelines to meet State law or better business practices Items previously not included in the Schedule have been added Department or Division names have been amended Do not use Granicus any longer in order to have the voting system and agenda management in one system Allow for the one -time change to Council Policy(ies) in order to comply with any changes to the Schedule Proposed Changes (cont'd) Audio Recordings - Currently kept for 30 days or until minutes are approved (whichever is longer) Govt. Code 54953.5(b) o Council Policy A -1 1, which has been in place since January 1994 Questions? Leilani Brown City Clerk (949) 644 -3005 Ibrown @newportbeachca.gov