TO: Board of Supervisors
FROM: Jon Gjestvang - Chief Information Officer - Information Technology Services
REPORT BY: Anthony Williams - Senior Deputy Clerk of the Board
SUBJECT: Resolution approving revisions and additions to County's Record Retention Schedule; Clerk of the Board
RECOMMENDATION
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Adopt a Resolution approving revisions and additions to the Clerk of the Board retention schedule in Section 40 of the County Policy Manual effective April 9, 2024.
[4/5 vote required]
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BACKGROUND
Pursuant to Section 26202 of the Government Code of the State of California (Section 26202), record retention schedules are used by public entities across the State of California and are an appropriate mechanism for the Board to proactively make the determination when various categories of records will no longer be necessary or required for County purposes. Under Section 26202, the Board may, by a four-fifths vote, authorize the destruction of records prepared or received pursuant to State or federal statute where those records have been maintained for the required period of time and the Board has determined retention of those records is no longer necessary or required for County purposes.
Records Management, the County's records/archival and mail processing center (Records Center), leases 6,000 square feet of front offices, storage and warehouse space. Records identified as historical by the departments are permanently housed in the archival area of the Records Center and not subject to purging. The current capacity of the general records storage is approximately 9,500 shelf locations.
In order to ensure departments can continue transferring records for storage to the Records Center, it is necessary to regularly purge records that have expired retention periods. These Board approved retention schedules provide the mechanism to purge records without having to return to the Board each time, thereby improving records management efficiency.
Today's recommended action is the adoption of a resolution approving revisions and additions to record retention schedules for the department of Clerk of the Board. This retention schedule supplements those previously adopted by the Board and will be maintained with Section 40 of the County Policy Manual. Maintaining the retention schedule with the policy will ensure all County departments are setting retention schedules and the Records Center is purging accordingly.
ITS staff will continue working with other County departments' retention schedules and return to the Board for approval of updated retention schedules as necessary.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION:
The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.