TO: LINDA REICH, CITY MANAGER
FROM: NATALIE GONZAGA, CITY CLERK
SUBJECT
title
City of Chino Record Retention Schedules Update.
end
RECOMMENDATION
Adopt Resolution No. 2024-046 approving newly revised Citywide Record Retention Schedules.
body
FISCAL IMPACT
There are sufficient funds in the Fiscal Year 2024-25 Budget.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above furthers the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Financial Stability
• Responsible Long-Range Planning
• Public Service Excellence through Internal and External Partnerships
• Effective Technology
|
Revenue: Click or tap here to enter text. |
Expenditure: |
|
Transfer In: Click or tap here to enter text. |
Transfer Out: Click or tap here to enter text. |
BACKGROUND
In 2019, Resolution No. 2019-004 was adopted to approve the City of Chino Record Retention Schedules. The current schedules were prepared by Kaizen Infosource.
The City of Chino selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary due to changes in law, to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology.
ISSUES/ANALYSIS
The purpose of the new record retention schedules is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.
The update to the retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. The retention periods are in current compliance with all laws and are standard business practice for California cities.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Director and with the consent in writing of the City Manager, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
Attachment - Resolution No. 2024-046