TO: Board of Supervisors
FROM: Meg Ragan, Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzm?n, Staff Services Analyst II
SUBJECT: Resolution approving revisions and additions to County's Record Retention Schedules; All County, Assessor, Clerk of the Board, County Counsel, Public Defender, Public Works - Surveyor, Sheriff, and a new Retention Schedule for Public Works - Engineering.
RECOMMENDATION
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Adopt a Resolution approving revisions to the All-County, Assessor, Clerk of the Board, County Counsel, Public Defender, Public Works - Surveyor, Sheriff retention schedules in Section 40 of the County Policy Manual effective August 20, 2024, and the introduction of a new retention schedule for Public Works - Engineering. (No Fiscal Impact)
[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), use County storage space but also work with PRO-file, a business records management company, to store and archive records offsite. Records identified as historical by the departments are permanently archived and not subject to purging.
In order to ensure departments can continue transferring records for storage to the Records Center, it is necessary to regularly purge record...
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