HomeMy WebLinkAboutCC AG PKT 2005-07-25 #F r .
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61441- 53 6
AGENDA REPORT
DATE: July 25, 2005
TO: Honorable Mayor and City Council
THRU: John B. Bahorski, City Manager
FROM: Linda Devine, City Clerk
SUBJECT: ADOPT RECORDS RETENTION SCHEDULES.
SUMMARY OF REQUEST
The City is progressing in developing its records management program, and has
developed a Records Retention Schedules for each department. The adoption of these
retention schedules will result in efficiency gains and cost savings. (Copy available in
the Office of the City Clerk)
BACKGROUND
In 2004, Seal Beach selected Gladwell Governmental Services, Inc., an expert in local
government records, to develop a comprehensive retention schedule for the City. An
upgrade in the existing, more informal program was necessary to reduce current and
future records storage costs, eliminate duplication of effort, increase efficiency and take
advantage of current technology and changes in law.
The upgrade of the current systems are driven by many factors, including:
• Very limited space in City Hall, especially for records
• Many departments are filing and storing copies of the same records
• Seal Beach produces and manages many permanent records
• Escalating records storage expenses
• Technology advancements
• Changes in law, including the adoption of statewide retention guidelines
The purpose of the program is to apply efficient and economical methods to the creation,
utilization, maintenance, retention, preservation and disposal of all City records.
The new retention schedules were written interactively with all departments participating.
They provide clear, specific records descriptions and retention periods, and apply current
law and technology to the management of Seal Beach's records. By identifying which
department is responsible for maintaining the original record, and by establishing clear
retention periods for different categories of records, Seal Beach will realize significant
savings in labor costs, storage costs, free filing cabinet and office space, and realize
operational efficiencies.
Agenda Item F
The process has included presentations to Records Representatives from all departments,
the Executive Team; individual meetings with staff from each department and several
revisions of each retention schedule to ensure the records were presented in an easy -to-
use, accurate and complete manner. The appropriate Department Head, the City Clerk,
City Manager and the City Attorney have reviewed and approved all Retention
Schedules.
FINANCIAL IMPACT
Seal Beach will realize significant savings both in labor and storage expenses; including
the avoidance of future storage and/or construction costs.
RECOMMENDATION
Adopt Resolution No. XX and Records Retention Schedules.
L % )0,7/
Linda Devine, City Clerk
NO ' b A ID APP' • 17 D:
i,„ i
Jo ' B. Bahorski, City Manager
Attachments:
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RESOLUTION NUMBER 5365
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SEAL BEACH 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 Seal 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;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH
DOES RESOLVE AS FOLLOWS:
Section 1. The records of the City of Seal 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 Clerk,
without further action by the City Council of the City of Seal Beach.
Section 2. With the consent of the City Clerk, City Manager, and City Attorney,
updates are hereby authorized to be made to the Records Retention
Schedules without further action by the City Council of the City of Seal
Beach.
Section 3. 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 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 ADDOPTED by the City Council of the City of Seal
Beach this 25th day of July 2005 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF SEAL BEACH )
I, Linda Devine, City Clerk of the City of Seal Beach, Califomia, do hereby certify that
the foregoing Resolution is the original copy of Resolution Number on file
in the office of the City Clerk, passed, approved, and adopted by the City Council of the
City of Seal Beach at a meeting thereof held on the 25th day of July , 2005.
City Clerk