HomeMy WebLinkAboutRes 2018-78 - Records Retention ScheduleSTAFF REPORT
CITY OF PALM DESERT
CITY CLERK DEPARTMENT
MEETING DATE: October 25, 2018
PREPARED BY: Rachelle D. Klassen, City Clerk
REQUEST: Adoption of the Updated Citywide Records Retention
Schedule
Recommendation
Waive further reading and adopt Resolution No. 2018 - 78 , repealing
Resolution No. 2017-69, and adopting a Records Retention Schedule
and authorizing destruction of certain City records for the City of
Palm Desert.
Strategic Plan
This request represents routine conduct of municipal affairs; there is no specific
Strategic Plan Goal associated.
Background Analysis
In order for the City to stay current with its Records Retention Schedule, to
incorporate any external changes to the law or storage media types, combined with
any modifications internally with departmental responsibilities, it continually reviews
and tracks necessary updates for incorporation into an 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.
Since that time through an annual subscription, staff stays in close contact with
Ms. Gladwell throughout the year to provide input on any internal City changes, and
she provides the City with both legal and best practices advice to compile the annual
update. Changes in this year's update represent close to a 50-50 combination of
legal and City staff update requests to existing Resolution No. 2017-69. Therefore,
City Council's adoption of the subject resolution, updating the Citywide Records
Retention Schedule, is respectfully requested.
City Attorney
October 25, 2018 — Staff Report
Update to Citywide Retention Schedule
Page 2 of 2
Fiscal Analysis
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 DEPT. REVIEW FINANCIAL CITY MANAGER
Approved as to Form REVIEW
or Content
N/A
. Hargraves Rachelle D. Klassen ) Janet M. Moore
City Clerk J Director of Finance
ATTACHMENT: Resolution No. 2018 - 78
Lauri Aylaian
City Manager
RESOLUTION NO. 2018- 78
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT,
CALIFORNIA, REPEALING RESOLUTION NO. 2017-69, AND ADOPTING A
RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF
CERTAIN CITY RECORDS FOR THE CITY OF PALM DESERT
WHEREAS, on September 28, 2017, the City Council of the City of Palm Desert,
adopted Resolution No. 2017-69, 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. 2017-69, 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. 2018- 78
PASSED, APPROVED, AND ADOPTED, by the City Council of the City of Palm Desert,
California, at its regular meeting held on the 25th day of October, 2018, by the following vote, to
wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
SABBY JOHNATHAN, MAYOR
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