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HomeMy WebLinkAbout04 - Records Retention Schedule & Authorization for Destruction of Certain City RecordsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 4 August 12, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Clerk's Office LaVonne M. Harkless, City Clerk 949 - 644 -3005, Iharkless @city.newport- beach.ca.us SUBJECT: Adoption of Records Retention Schedule and Authorization for Destruction of Certain City Records RECOMMENDATIOW Adopt Resolution No. 2003 - adopting a records retention schedule and authorizing the destruction of certain City records. DISCUSSION: In October 2002, Newport Beach selected Gladwell Governmental Services, Inc, an expert in local government records, to develop a comprehensive retention schedule and records management program for the City. The schedules will reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law. The need for a well - defined records management program is driven by many factors, including: • Many departments are filing and storing copies of the same records • Newport Beach produces and manages many permanent records • Lack of storage space • Technology advancements, including document imaging • Changes in law, including the adoption of statewide retention guidelines • Adoption of a new International Standard for Records Management (ISO 15489) Adoption of Records Retention Schedule August 12, 2003 Page 2 The purpose of a records management program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all City records. The retention schedules were written interactively with each department participating. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Newport Beach's records. By identifying which department is responsible for maintaining the original records, and by establishing clear retention periods for different categories of records, Newport Beach will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. While the Records Retention Schedule is detailed and somewhat complex, the appropriate administrative and support staff have been trained and are familiar with its application. In summary, thirty -nine (39) City team members participated in the development of the schedules for the individual departments, as well as the City -wide schedule, and received extensive training on the implementation of the program. Since the decision about the retention of certain records were policy decisions and department preference, rather than just based on State law, each of the department directors were required to review the schedules established by their staff liaisons and approve the schedule as proposed. All of the retention schedules either meet or exceed the retention schedules required by law. In addition to staff and department director review and approval, the City Clerk and the City Attorney have reviewed and approved the Records Retention Schedules. Adoption of the proposed resolution will establish the City's Records Retention Schedule and will provide for the efficient records management and the future disposal of records upon the request of the department and the written approval of the City Attorney. Environmental Review: Not applicable Submitted by: LaVonne M. Harkless, City Clerk Attachments: Resolution Adopting Records Retention Schedules RESOLUTION NO. 2003- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, ADOPTING A 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 periods for various government records. 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 Head and with the consent in writing of the City Attorney, 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 City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 4. This resolution shall become effective immediately upon its passage and adoption. SECTION 5. That all previous resolutions adopting Records Retention Schedules are hereby repealed. PASSED, APPROVED AND ADOPTED on this 12`h day of August 2003. u: O[ ATTEST: CITY CLERK A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS Exhibit A. Records Retention Schedule Not attached. Contents protected by copyrigbt laws. Available in the City Clerk's Office. CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 4 August 12, 2003 Supplemental Report TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Clerk's Office LaVonne M. Harkless, City Clerk 949 - 644 -3005, Iharkless @city.newport- beach.ca.us SUBJECT: Adoption of Records Retention Schedule and Authorization for Destruction of Certain City Records After distribution of the Records Retention Schedules on Wednesday, August 6, 2003, a minor correction and addition were made to the following schedules: City -Wide Standards — On page CW -13, Special Event Permits, reference to "Comm. Services" was deleted from the Office of Record (OFR). The OFR is "Recreation ". City -Clerk — A record description of "Passport Transmittal forms (copies); miscellaneous passport information" was added with an active and total retention period of 1 year. The City Clerk is the OFR and the media option is paper. Under Comments /Reference the following was added: U.S. State Department, Passport Agency requires 1 year (OFR is U.S. Department of State); GC §34090.7. Submitted by: LaVonne M. Harkless, City Clerk