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SARATOGA CITY COUNCIL
MEETING DATE: December 15, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan DIRECTOR:
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 disposed of.
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.
5. Records of historical significance and permanent records will not be marked for final
disposition.
At this time, Staff has identified 80 boxes of expired records and is requesting authorization from
the Council to proceed with disposition of the documents.
FISCAL IMPACTS:
Funding for final disposition of records is included in the operating budget.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
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Expired records will be retained, resulting in a shortage of in-house storage necessitating costly
off-site storage arrangements.
ALTERNATIVE ACTION(S):
Remove specific records from destruction list and approve with changes.
FOLLOW UP ACTION(S):
Council has authorized the records destruction based on the adopted records retention policy.
Documents authorized for final disposition will be processed shortly after authorization.
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 for final disposition.