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HomeMy WebLinkAbout04 - Records Retention SchedulesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 4 December 12, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Clerk's Office LaVonne M. Harkless, City Clerk 949 -644 -3005, Harkless@city.newport-beach.ca.us SUBJECT: Resolution Adopting Revised Records Retention Schedules And Authorization For Destruction Of Certain City Records. RECOMMENDATION: Adopt Resolution No. 2006 - adopting the revised records retention schedules and authorizing the destruction of certain City records. DISCUSSION: The City adopted records retention schedules in August of 2003 as part of their records management program. City staff, with the assistance of Gladwell Governmental Services, Inc, an expert in local government records, has reviewed and updated these schedules. The City found the need to update the schedules to reflect new laws and changing operational requirements for the following departments - Administrative Services, Building, City Clerk, City-Wide, General Services, Harbor Resources, Human Resources, Police and Utilities. The appropriate Department Directors and the City Clerk have reviewed and approved the Records Retention Schedules. Due to the fact that the Records Retention Schedules are protected by copyright law, only the City Council members have received copies of the schedules. A copy is available for review in the City Clerk's office. Environmental Review: Not applicable Submitt d by: [[ mMJC- � • /�V� 1aVonne M. Harkless, City Clerk Attachment: Resolution RESOLUTION NO. 2006%.--- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Newport Beach; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention period for various government records; and WHEREAS, the City of Newport Beach adopted records retention schedules for each department on August 12, 2003; and WHEREAS, the City of Newport Beach finds the need to update the schedules to reflect new laws and changing operational requirements. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH DOES RESOLVE AS FOLLOWS: Section 1. The records of the City of Newport Beach, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department and with the consent in writing of the Department Directors, without further action by the City Council of the City of Newport Beach. Section 2. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 3. The attached records retention schedules are adopted in their updated form, and supersede any previously adopted records retention schedules. Section 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 5. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED on this le day of December 2006. MAYOR ATTEST: CITY CLERK EXHIBIT A RECORDS RETENTION SCHEDULES Not Attached. Contents protected by copyright laws. Available in the City Clerk's office for review only.