HomeMy WebLinkAboutRes 2020-76 Records Retention Schedule UpdateSTAFF REPORT
CITY OF PALM DESERT
CITY CLERK DEPARTMENT
MEETING DATE: October 29, 2020
PREPARED BY: M. Gloria Sanchez, Management Specialist II
REQUEST: Adoption of Resolution No. 2020 - 76 to Update the Citywide
Records Retention Schedule.
Recommendation
Waive further reading and adopt Resolution No. 2020 - 76, repealing Resolution
No. 2019-74, and adopting a Records Retention Schedule and authorizing destruction of
certain City records for the City of Palm Desert.
Strategic Plan
Although, there is no specific Strategic Plan Goal associated with this item, it does meet
the City's internal goal of staying current with the law and implementing best practices.
Background Analvsis
In order for the City to stay current with its Records Retention Schedule it incorporates
any external changes to the law or storage media types, combines any modifications
internally with departmental responsibilities and continually reviews and tracks necessary
updates for incorporation into the annual revision. Through the assistance of contracted
governmental records management expert, Diane R. Gladwell, MMC, Gladwell
Governmental Services, Inc., the first comprehensive Citywide Records Retention
Schedule was adopted in 2015.
Through our continued annual subscription with Gladwell Governmental Services, Inc.,
Ms. Gladwell provides both legal and best practice advice to complete the annual update.
Changes in the proposed resolution represent a combination of legal and City staff
updates requests totaling about 60 updates to the City's Existing resolution. Therefore,
City Council's adoption of the proposed resolution is respectfully requested.
October 29, 2020 - Staff Report
Updated Citywide Records Retention
Page 2 of 2
Fiscal Analvsis
City will realize continued savings in both labor spent researching and retrieving records
that are no longer required for the City's day-to-day operation with an organized approved
program for their handling.
LEGAL REVIEW
RWH
Robert W. Hargreaves
City Attorney
DEPT. REVIEW
Grace L. Rocha
Acting City Clerk
FINANCIAL
REVIEW
N/A
Janet M. Moore
Director of Finance
ASSISTANT
CITY MANAGER
N/A
Andy Firestine
Assistant City Manager
Interim City Manager Randy Bynder : RGis'lGy S, j/1 dew
ATTACHMENTS: - Resolution No. 2020- - Approving the Updated Citywide Records
Retention
- GGS Advisory
RESOLUTION NO.2020 - 76
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT,
CALIFORNIA, REPEALING RESOLUTION NO. 2019-74, AND ADOPTING A
RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF
CERTAIN CITY RECORDS FOR THE CITY OF PALM DESERT
WHEREAS, on September 12, 2019, the City Council of the City of Palm Desert,
adopted Resolution No. 2019-74, approving a Citywide Records Management Program and
Retention Schedules for the City of Palm Desert; and
WHEREAS, the, maintenance of numerous records is expensive, slows document
retrieval, and is not necessary after a certain period of time for the effective operation of the
government of the City of Palm Desert; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention period for
various government records;
NOW, THEREFORE, the City Council of the City of Palm Desert, California, does hereby
resolve as follows:
Section 1. Resolution No. 2019-74, is hereby repealed.
Section 2. The records retention schedules attached as "Exhibit A" are hereby
adopted.
Section 3. The term "records" as used herein. shall include documents, instructions,
books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the
California Public Records Act.
Section 4. The City Clerk shall certify to the passage and adoption of this resolution
and enter it into the book of original resolutions.
Section 5. This resolution shall become effective immediately upon its passage and
adoption.
RESOLUTION NO.2020 - 76
PASSED, APPROVED, AND ADOPTED, by the City Council of the City of Palm Desert,
California, at its regular meeting held on the 29th day of October 2020, by the following vote, to
wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
GRACE L. ROCHA, ACTING CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
GINA NESTANDE, MAYOR
2
RESOLUTION NO. 2020-
These retention schedules were produced for the
City by Gladwell Governmental Services, Inc. (GGS).
These schedules are protected by various U.S. and
international intellectual property laws and cannot
be disseminated to, or copied, or used in whole or
part by third parties without GGS's prior written
permission
GGS keeps record * of who request the retention
schedules; therefore, wishes to be informed of all
requests.
GGS may be notified via email at
Gladwe114(a aol.com or call (909) 337-3516.
October 29, 2020