HomeMy WebLinkAbout101-Staff Report.pdf
SARATOGA CITY COUNCIL MEETING DATE: April 20, 2011 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY:Debbie Bretschneider DIRECTOR: Deputy City Clerk
SUBJECT: Records Management Program: Resolution Authorizing Final Disposition of Certain City Records RECOMMENDED ACTION: Adopt Resolution Authorizing Final Disposition of Certain City
Records. REPORT SUMMARY: In June 2009, the City Council approved a new Records Retention Schedule. In accordance with the schedule, Staff and the City Attorney review archived documents
to determine those that are nonessential and can, therefore be shredded. In order to comply with state law, processing expired records for destruction is a multi-step process: 1. Staff
in each department identifies records that have expired in accordance with the approved records retention schedule. 2. Department directors review and approve the list of records to
be destroyed in their departments. 3. The City Clerk and City Attorney review and approve a combined list of all expired records. 4. The list of records is presented to the City Council
along with a resolution authorizing the shredding of listed documents. Records may not be shredded without the authorization of the City Council. At this time, Staff has identified 36
boxes of expired records and is requesting authorization from the Council to proceed with shredding the documents. FISCAL IMPACTS: Funding for shredding of records is included in the
operating budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Records will not be shredded. ALTERNATIVE ACTION: Remove specific records from destruction list and approve with changes. FOLLOW UP
ACTION: If Council authorizes the records destruction based on the records retention policy, documents authorized for final disposition will be processed shortly thereafter. ADVERTISING,
NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s
website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment
1 -Resolution Authorizing the Final Disposition of Certain City Records Attachment 2 -Exhibit A: List of Records Proposed for Final Disposition