HomeMy WebLinkAboutRes 2015-32 - Citywide Records Management Program - Retention Schedules - No SchedulesCITY OF PALM DESERT
CITY CLERK DEPARTMENT
STAFF REPORT
REQUEST: APPROVAL OF THE CITYWIDE RECORDS MANAGEMENT PROGRAM
AND RETENTION SCHEDULES
SUBMITTED BY: Rachelle D. Klassen, City Clerk
DATE: May 14, 2015
CONTENTS: • Staff Report
• Resolution No. 2015 - 32 - Approving the Citywide Records Management
Program and Retention Schedules
Recommendation
Waive further reading and adopt Resolution No. 2015 - 32, rescinding Resolution
No. 02-01 and approving the Citywide Records Management Program and Retention
Schedules.
Executive Summary
The City is upgrading its Records Management Program, including its Records Retention
Policies. Adoption of this Program and Retention Schedules will result in efficiency gains and
cost savings in both staff time and storage.
Background
On March 27, 2014, City Council approved a Professional Services Contract with
Diane R. Gladwell, MMC, Gladwell Governmental Services, Inc., an expert in local government
records, to upgrade the City's Records Management Program. An upgrade in the existing
program was necessaryto reduce current and future records storage costs, eliminate duplication
of effort, increase efficiency, and take advantage of current technology and changes in law.
Following award of the contract, Consultant and City Clerk staff worked closely with each City
Department to develop the Citywide Records Management Program and set of Department -
specific Retention Schedules.
The need for upgrading the current records management systems is driven by many factors,
including:
• Very limited space in City facilities.
- Most Departments reported they are out of space to store records.
• Many Departments are filing and storing copies of the same records.
• Palm Desert produces and manages many permanent records.
• Escalating records storage expenses.
• Technology advancements.
• Changes in law.
Purpose of the Program is to apply efficient and economical methods to the creation, utilization,
maintenance, retention, preservation, and disposal of all records managed by the City. The
Staff Report - Citywide Records Management Program and Retention Schedules
May 14, 2015
Page No. 2
retention periods being adopted in this resolution comply with all laws and are standard business
practice for California cities.
As noted above, the new retention schedules were written interactively with representatives from
all City Departments participating in the project. They provide clear, specific records descriptions
and retention periods, and apply current law and technology to the management of
Palm Desert's records. By identifying the Department responsible for maintaining the original
record, and by establishing clear retention periods for different categories of records, the City
will realize significant savings in labor and storage costs, free up filing and office space, and
realize operational efficiencies going forward.
Fiscal Analysis
City will realize significant savings in both labor and storage expenses, including avoidance of
future storage and/or construction costs for same.
Submitted by: Reviewed:
R 54 Wn
WC T
Approved:
/-�'I
hn M. Wohlmuth, City Manager
Attachments (as noted)
H:IWPdataIWPDOCSIStaNReportstres 2015- citywide retention schedute.wpd
RESOLUTION NO. 2015 - 32
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, RESCINDING RESOLUTION
NO.02-01, AND APPROVING THE CITYWIDE RECORDS
MANAGEMENT PROGRAM AND RETENTION SCHEDULES FOR
THE CITY OF PALM DESERT
WHEREAS, on January 10, 2002, the City Council of the City of Palm Desert,
adopted Resolution No. 02-01, approving a Records Transfer and Retention
Schedule for the City Clerk's Office; 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; and
WHEREAS, it is, therefore, both desirable and expedient to adopt a
Citywide Records Management Program and Retention Schedules to establish a
pattern for the orderly transfer or destruction of records on a continuing basis; and
WHEREAS, the City Attorney has reviewed and approved the Citywide
Records Management Program and Retention Schedules presented herein.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. The attached Citywide Records Management Program and
Retention Schedules (Exhibit A) for the City of Palm Desert is hereby approved.
Section 2. The term "records" as used herein shall include documents,
instructions, books, microfilms, electronic files, magnetic tape, optical media, or
papers; as defined by the California Public Records Act.
Section 3. The City Clerk shall certify to the passage and adoption of this
resolution and enter it into the book of original resolutions.
Section 4. This resolution shall become effective immediately upon its
passage and adoption.
RESOLUTION NO. 2015 - 32
PASSED, APPROVED, AND ADOPTED, by the City Council of the City of
Palm Desert, California, at its regular meeting held on the day of
, 20 , by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Rachelle D. Klassen, City Clerk
City of Palm Desert, California
Susan Marie Weber, Mayor
7
RESOLUTION NO. 2015 - 32
EXHIBIT "A"
CITYWIDE RECORDS MANAGEMENT PROGRAM
AND
RETENTION SCHEDULES
RESOLUTION NO. 2015 -
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