HomeMy WebLinkAbout101-Staff Report.pdf SARATOGA CITY COUNCIL
MEETING DATE: September 21, 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. Each box is looked through to make sure no permanent
records are destroyed.
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 33 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