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SARATOGA CITY COUNCIL
MEETING DATE: January 20, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Debbie Bretschneider DIRECTOR:
Deputy City Clerk
SUBJECT: Records Management Program: Resolutions Authorizing Final Disposition of
Certain City Records
RECOMMENDED ACTION:
Adopt Resolution Authorizing Final Disposition of Certain City Records.
BACKGROUND:
In June 2009, the City Council approved a new Records Retention Schedule. In accordance with
the schedule, each year, 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 12 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. Shredding paper records could
result in savings through reduced liability in the event of litigation against the City.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
Records will not be shredded.
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ALTERNATIVE ACTION(S):
Remove specific records from destruction list and approve with changes.
FOLLOW UP ACTION(S):
Council has implemented a policy authorizing Staff to have records shredded thirty (30) days after
Council has authorized the records destruction based on the adopted records retention policy.
(September 16, 2009 City Council Minutes)
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment 1 -Resolution Authorizing the Final Disposition of Certain City Records
Attachment 2 -Exhibit A: List of Records to be Shredded.
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