Santa Monica, California
Council Mtg: August 17, 1999

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to adopt a resolution approving new Records Retention Schedules for the City Council Office, the City Manager's Office, the City Clerk's Office and the Finance Department, approving revised Records Retention Schedules for the City Attorney's Office, the Personnel Department, and the Transportation Department; and recommendation to approve the revision to the Records Management Manual.

INTRODUCTION:

This report recommends that the City Council take the above referenced actions related to the City's Records Management Program implementation.

BACKGROUND:

On December 9, 1997, the City Council approved, in concept, a City-Wide Records Management Program, approved the Records Management Program Manual, and adopted Resolution No. 9221 approving records retention schedules for the City Attorney's Office, the Personnel Department, the Fire Department, and the Transportation Department. Staff recommends that Council now adopt a Resolution approving Records Retention Schedules for the City Council Office, the City Manager's Office, the City Clerk's Office, the Finance Department, revising the records retention schedules for the City Attorney's Office, the Personnel Department, and the Transportation Department, and incorporating, by reference, Resolution No. 9221 which approved the program in concept; and approving revisions to the Records Management Manual.

The inventory process for developing the new retention schedules consisted of analyzing all the records used, identifying vital records, determining which records should be preserved and which should be discarded, and developing a records retention schedule. The revisions for the schedules that were previously approved address minor concerns that arose during implementation of the retention schedules.

Staff will continue to return to Council periodically to request approval of retention schedules for the remaining departments as their respective inventories are completed. In addition, it is expected that as new forms are created, as existing forms become obsolete, and as laws and individual department's policies change, both the manual and the retention schedules will be updated. The updates will be presented to Council for approval.

DISCUSSION:

Each of the departments listed above designated a department representative (Department Records Coordinator) to work with the Records Management Coordinator in the inventorying of the records and the development of the retention schedule. The retention period for each record series title was established based on legal statutes, regulations or requirements, the knowledge of the usage of the records series from the Department Records Coordinator, and the importance of the records. The schedule was then reviewed by division heads, approved by the Department Head, and finally reviewed and approved by the City Attorney and the City Clerk.

Since the approval of the Records Management Manual on December 9, 1997, the uniformity of paper management within the City is improving department by department. The distribution of the manual to all Department Records Coordinators has given staff a resource to use when issues of document control arise.

Adoption of the proposed resolution will allow each City department to destroy documents listed on the records retention schedule at the end of the retention period. The destruction process requires written authorization from the Department Head, the City Attorney and the City Clerk. If deemed necessary, a Department Head may opt to keep documents longer and, if pending litigation is imminent, documents will not be destroyed until one year after the case is settled.

FINANCIAL IMPACT:

There is no financial impact.

RECOMMENDATION:

1. Adopt a resolution approving new retention schedules for, the City Council Office, the City Manager's Office, the City Clerk's Office, and the Finance Department; approving revisions to previously approved schedules for the City Attorney's Office, the Personnel Department, and the Transportation Department; and, incorporating Resolution No. 9221 which approved the Records Management Program, by reference.

2. Approve proposed revisions to the Records Management Users Manual.

Prepared by: Maria M. Stewart, City Clerk

Melodi A. Pearson, Records Management Coordinator

Attachments: Exhibits A: Resolution

Exhibits B: Records Management Manual

City Council Meeting 8-17-99
Santa Monica, California

RESOLUTION NUMBER _______ (CCS)

(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA APPROVING RECORDS RETENTION SCHEDULE FOR THE CITY COUNCIL, THE CITY MANAGER'S OFFICE, THE CITY CLERK'S OFFICE AND THE FINANCE DEPARTMENT, APPROVING REVISIONS TO THE CITY ATTORNEY'S OFFICE, THE PERSONNEL DEPARTMENT, AND THE TRANSPORTATION DEPARTMENT, RETENTION SCHEDULES, AND INCORPORATING RESOLUTION NO. 9221 BY REFERENCE.

WHEREAS, California Government Code Sections 34090 and following and other provisions of law set forth certain legal requirements regarding the retention of certain municipal records; and

WHEREAS, the adoption and implementation of records retention schedules for the various offices and departments of the City of Santa Monica is necessary to ensure the orderly, efficient and economic conduct of the public's business; and

WHEREAS, the City Clerk's Office has inventoried the records presently maintained by the City Council, City Manager's Office, City Clerk's Office, and the Finance Departments, and has determined which of those records are vital, which should be preserved and which should be discarded, and what the retention schedule should be for those records; and

WHEREAS, revisions were made to Records Retention Schedules previously contained in Resolution No. 9221 for the City Attorney's Office, The Personnel Department, and the Transportation Department; and

WHEREAS, the proposed retention schedules were reviewed by the each respective Department Head, the City Attorney, and the City Clerk,

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The records retention schedules for the City Council Office, the City Manager's Office, the City Clerk's Office, and the Finance Department, and the revisions to the retention schedules of the City Attorney's Office, the Personnel Department, and the Transportation Department, which are attached hereto as Exhibits "A" through "G", are hereby approved and adopted.

SECTION 2. Resolution No. 9221, adopted on December 9, 1997, and which approves the Records Management Program is incorporated herein, by reference.

SECTION 3. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVE AS TO FORM:

_______________________

MARSHA JONES MOUTRIE

City Attorney