HomeMy WebLinkAboutCC Res 3202 1982-08-23
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RESOLUTION NUMBER. ~~~ 2
A RESOLUTION OF THE CITY OF SEAL BEACH,
CALIFORNIA, ESTABLISHING A RECORDS
RETENTION POLICY FOR THE CITY AND ALL CITY
DEPARTMENTS.
THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE AS
FOllOWS:
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Section 1. Records More than Two Years Old.
With the approval of the City Council and the written
consent of the City Attorney, any public record which
is no longer required may be destroyed by the officer
having custody thereof, except the following:
A. Title to real property or liens thereon.
B. Court records.
C. Records required to be kept by statute.
D. Records less than two (2) years old.
E. Minutes, Ordinances or Resolutions of the
City Council of the City of Seal Beach or
any City Board or Commission.
Section 2. Destruction of Records and Documents Generally.
The City Officer having custody may destroy any record
or other document if all of the following conditions
are complied with:
A. The record, paper or document is photographed,
microphotographed, or reproduced on film of a
type approved for permanent photographic records
by the National Bureau of Standards.
B. The device used to reproduce such record, paper
or document on film is one which accurately and
legibly reproduces the original thereof in all
detail s.
C. The photographs, microphotographs or other
reproductions on film are made as accessible
for public reference as the book records were.
D. A true copy of the archival quality of such
film reproductions shall be kept in a safe and
separate place for security purposes.
E. No page of any record, paper or document shall
be destroyed if any such oage cannot be reproduced
on film with full legibility. Every such
unreproducible page shall be' permanently
preserved in a manner that will afford easy access.
F. The City Officer having custody must prepare the
certification required by Evidence Code Sections
1531 and 1551. These Sections require the Officer
to make a certification and attach such certification
to the film or its container or incorporate it in the
film.
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Page Two - Resolution Number ~~~
Section 3. Duplicate Records.
Duplicate records may be destroyed if the following
procedures are followed:
A. The duplicate shall be compared with the
original or other duplicate to insure that
it is an exact record. Only exact duplicates
may be destroyed under this Section.
B. The record retained must be completely legible.
C. The Officer having custody of duplicate records
must determine that there is no further need for
additional copies to be maintained.
Section 4. The City Council hereby rescinds Resolution Number 2389
of the City of Seal 8each.
Section 5. The City Clerk shall deliver a copy of this Resolution to
all City Departments.
, APPROVED and ADOPTED by the City Council of the City of Seal
Califor ia, at a meeting thereof held on the ~~ day of
, 1982, by. the followi g vote:
AYES:
NOES:
ABSENT:
Councilmembe
Counci 1 members
Councilmembers
ittL l'
_AJ.) .12 DAAA i., A1 0iA.. J~ ~
Mayor . /
ATTEST: