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HomeMy WebLinkAboutCC RES 2015-32RESOLUTION NO. 2015-32 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 Gladwe1140aol.com or call (909) 337-3516. May 20, 2015 RESOLUTION NO. 2015-32 [This page has intentionally been left blank.] 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 14th day of May, 2015, by the following vote, to wit: AYES: HARNIK, JONATHAN, SPIEGEL, TANNER, and WEBER NOES: NONE ABSENT: NONE ABSTAIN: NONE ATTEST: 00•PANsup R.. hel a D. Klassen, Ci Clerk City of Palm Desert, California Susan Marie Weber, Mayor 2 RESOLUTION NO. 2015 - 32 EXHIBIT "A" CITYWIDE RECORDS MANAGEMENT PROGRAM AND RETENTION SCHEDULES RESOLUTION NO. 2015-32 [This page has intentionally been left blank.] RESOLUTION NO. 2015-32 HOW TO USE RETENTION SCHEDULES ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all nghts reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The Citywide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the Citywide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. Authorization to Destroy Records: All original records that have exceeded their retention period must be authorized according to City Policies & Procedures prior to destroying them. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is a minimum retention ("When No Longer Required - Minimum 2 years"), it must be authorized before it is destroyed, as it is an original record. • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. 73 Z"ca d '0 ° `3 o r o , .. ^n, Q= No seg p osOLUTIOND• 2015-32 o ' �o o O 73 N 3« SIo� o AO r Go ". Nc p 'dCam. n�0nnm r* o NamOc o=rG^ No)?oo?c?nS Nto a co N p ^ c aNc aro •.22-0 -nrn0 , ps- ps , 0- c.c.s =?doo c co N1,GN-t tl ' O K �-1wcm �a-13 19�N �3 N ,00n� p o 3omc>�a?m0 33�. co �;oN���mwrm n3..0 o A�GN 00 4° oT 51. D 0 tD 0) . 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If you are the OFR, refer to your department retention schedule. a -n XI o o < a o co a 0 X 3 to o CD a� cn a 0 0 3 to a 0 !I E w II 3 d 3co w o tD 3 v 0 (0 m m a _' W Go ftc 'ON uoi3ualaa uogdposea spioaaa uogisodsia / uogua;aa aauaJeje / s;uewwoa SabvaNd1S 3aIM-Alla :31f1a3HoS NOI1N31321 Sa2100321 -o v co aD 0 (O RESOLUTION NO. 2015-32 C) I -I- - - m aoi•< v O o 0 ! 0 = j o. �. O n G, co o O > > O 0 < CD a `� MI --- -- - - - - ! -- y 3CU g to o z- ip' o -? b o 0 o m'? aayy v T W jO Co in to a) o' a co 6 f T" XIr rr Q c cn m d y co 0 so cn Roy O n, 1 cn xl O- c -- V. * - 0- cnN 0 7 .n Q ct, -. 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O-9 0 a E. cii p w t0) c� < 0 a, 3 A CD 0 c 0 n O O p w• w ? ay _ (D 0 O _ �0) .n 0 O w (D o o c a o (D N 0 oN uoqualaa uofld!Jasea spiooaa uomsodsia f uoilualab aouaJa;aa / sluawwoo SaavaNv.S 3a1M-A11a :31la3HaS NOI1N31321 Sa2103321 w (0 co 0 N s e RESOLUTION NO. 2015-32 r 0 0 a o dco °3 0. 0 • m odC 0 7.D cr Fa'n p §.(13 o?(D 5 0 0 Cn $ o o 0 a < _ = a m < CI) (n 3 co (n 5 co 7 7 �.m 3 g) 0 n a cn N cO CD 0 7 D) CO 0 (.) (..) Cu v = w cn � y m N N 2 m a m m a Cu 0 0 (n33 Ogv� 1 CD CD 'ia)o0 0 2 c c) CD0 m o O = XI N C = (D N O O (D 0 co cn a o a, 0 N 0 0)moo) coo o a oi -' c - (D aceL 2-N 1 5 F. c N (0 H 0 (On -Tl a - 0 0 �� c) N c m 5 N � (D (D CI 0 a cn c m 7- w 0 0 a = 0 a cn m ocn fD m D (D 1 CD m m O. al O 3 n) — 7 = O 0 N. 0 (o n) — c m m FS D S.(CD — 1 0. 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O Q T 3 (%) - V) m 33 3 0 r a so 0 1 FriO C. a Z 0 0 0, o) o 0) y c cn a 0 3 a m r 3 o �(O= m QCDZ o a, .K' 3 0 3 a co 3 O' a or spJooab-uoN m m 0 3 co cir 0 y a) m co 0 0 O O a 0 Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. 0 T m173 3 cD o a O y IS Cn a () 0 n 3 (c a o eD a o O� toc 90 0Q. 3 H 0 c � � d (o co C) oN uoi;du3saa spJoaaa uogisodsia / uogualeN ea I SO21VONV1S 3OIM-A1IO :31f1O3HOS NOIiN31321 SO210332i RESOLUTION NO. 2015-32 0 0 0 0. c C) co N Q c O o' 0 N O O 3 0 0 0 0 UD W (J1 O1 a CD 0 cn 0 o' 0 m a 0 0 3 3 0 07 Cn 0 A (0 V! 0 0 0. D Q 0 0 m 0_ r i r ma Oa 0 0 0 0 c r r m co o_ 0 a ' 3 0 0 0 0 7 0 0 71 7 7R. v a. a, co 3 a 0 0 0 0 - O 3 co St O O 1 O E ? °n (31 Aul w a 0. 4 d �, stcn cngcncn �m 5- cn! xi n o c) 0) (D C . n co C C cn (D Su C (7 N fD ". (D (D c n O O 7 -0 3 ? 3 y I ca S) a a ° c m= c m T 1 Cr 03) Np1(fDn0O�(o; N mot o c 2 .z c c : =' 7- (D (n (o E' a 0 n 7)(D ( o! > 0 7 0 5 o (D na) 7 '< 7 (n a a a) 7 7 0 cn 0 y (a (D cn 3 0) 0. c o - 7 N 0) O 3 13 T v c X -- �_ (n ' c) (n c0I c- -0 o) 7 CD o) (D (n 0 -n CDG = O 7' 0) I 41 y )0 _ sZ N (0 n 0 g 0 Qa -, Q 3 ° m T ° (D N O v y+ (n 3 2 7 0 0=) .4.O .► (n 3 a..(D t co(D .j N.)N N C O. m 4 .xi ,� ..< 7 '< 7 0 p 0 0 30 •d co3.�. -1 m 3 7 m v , , J a �' v) C in C N 7" N (n co 3 3 m Z C N a O' a) 0'^ 3 a q, 'a0 c (0 ° ° < ° ) o' -7.,n ("-A O cn z ��Io O(n -0a)? Cu ° a 0 o < O N i- 0 (0 O c o CA 3 u 3 ( 3 n y u 3 d ccn 3 0 d 3 0 CO cu n 3 a z nm °' 0 o m a° co 4 0 co A-0 g (-D (0 n (j '00 0) 0 0 y W 00) OO) OA-7 i (g,O (n n A c0 (D co (,� (�0. o O3 O3 O d A d (D (n O 0 co O U) .7-. N .7. Cu N O' (0 7 cD 51) $ 7 N co a N O. mm °) 5 N O Oc a (0�� m a m cD 0,(ir a)O 0 n co o. O = 0 0 .' 7 a)w m .,� 0 z 0 (0 (D m ((n 'ON uoqua;aa uol;d!Jasea spJo3aa uogisodsip / uoIua;aa a3ua.100a / s;uawwop RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS RESOLUTION NO. 2015-32 \/ cu csa GJ co k 3W!1J 12, 0 0 —� \c }7 a—, VI(0%»"< o /i/�=w�< §C? k)DM-4 CO -\m)CO �k / No—ulID k/ a /�40( ()C oJNJ } /� /rg u32Sk 0 2COIW.2m 73 Q<0)0(>g-.a2\ \)\ m7cn/�#k �nk§%\m)§�m©A/$-i;f6.253/_ } 0 - �; °g 0 o ( / 73 u / a •oN uoi;ua;aa \ k \ ® $ k k § \ { , { 0,c k \ \ / § k O. D 0 $//k ƒ/ m Ls- a ± / \ \ \ @ , 0 CD gm B 3 7 2 a 0 ° 0. g , — k}E —£� o (g D-o 0 ■- R 3 q ] x ` ; [ id a z f t® 0 0- ° 7 k / f ./ \ g / k $ < 2 / { k a $ o ... ® FA $ ƒ o co o / cr. co 9 r a E - / / $ , 0\k 2f�fa f ) \ Q § 2 D 0. 0 .. f \ \ § 14 0 2 ID .. . 2 / \ -- cx � . i g 0 a c. 0 0 CIL - - & $ / uoi;du3sea spioaaa uogisodsia / uoi;ua;aa 83uaJa;aa / s;uawwoa RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS k n G RESOLUTION NO. 2015-32 r 1- CD = m a' 0. �' a -0 0 0 j j. co co m v, to o 3 v m 0- m 0. ID m (D 0 0 cb 3 0 * * a 3 m aV o O m H n rn 0) 5' D N in m v co n al g. s -0 j-0 0 CO C.0 O Q. O z 5 CT -o N C n-0 CSi) p N n' C A. O O -] D ? 7 a CD O• m yw 0 CD y' 0 �' w N C N ..,' o, Z o�� (0v o o.? c 0(15 a m a O m 0 a) m, m 0 g m a m 3 cu N 3 5 m m n ( m m m• co O O O O -' o m in 0 C o (n y n L� z O O W U 3 = .. ci w p 3 W ) • (D (�D N 0cl) ED O0 - O 0 0 ED CI (n N O C CD ID CD w d + En y O V = -- - ---- — - ---- �' �. ? rn m j 0 CD O y v, 3 O 7 n C) CD 0 0 v y O O O W -n o a o cD a j N., -Ow m a a 0XI < 0�, CO') O y ? A 0 CD p) O 7 CD m n =, 0 7 D + CD CD CD N 013 + a fD 0 a c co 0 fD O' 0 O .� O. a co w OCD w � o 0; j 'C O y d 0 O CD Q. a) e 3v (o y (0 o d 0 co v Q. o• -- -- m j me x m o mo m o. CD Eo m 4 n m a ca, (o D a m m o m p Co) Qo 0 m m m (D D 0 rvrng3 O� �' rvrng3 E O� w-0 o A v n O' (D Ci f O a A v n O N 0 ,3 p p o, w Da) ? N r-(D c 3 ca w cu 1 w 71 m c a 3 0. o a "Cnw , co co- �)v,a, a c o m v m �_ m ' A^ 0 o, m . (0 (0 m D is- m Q c)^ ((00 -,, y p N (D o^ of Cn o in N j 13 o sp m D, Q; mom ID Co" (D v7�D0 D vXlgj0 D 0 n-0 3 m m 0a)0 3 D m n 3 ci• N O v p N O 0 v O 7 7 ? 7 N O 'ON uoqualaa uoilduasaa spJooaa uogisodsia / uonualaa aouaaa;aa / sivawwoa m row O SCINVONv1S 301M-A1IO :31f103HOS NOIIN3132I SOZIO03N RESOLUTION NO. 2015-32 0) o) w c a Qo co co CD a m a co 5 co Qo co w ! w 0 0 O O O (O SMV1A8 '9 S31f1NIIN Cultural Preservation Committee m w o 0 SONIO iO3 I OIaf1V co co v a m a CD 5 m 5 co 40 0 0 0 O O O O O o N (D N (n c w I (D N (D • 0) d 0 C) 0 3 3 a (D CD S13N3Vd VaN3OV ‘SVON3OV N N eAJasaJd tempo eaulwwo3 u z wnwlww z wnwlww sand ssaJppV / 6u1plln8 W ° C. ? co a � p m ii m 5' ° o fD o 0 XI O Cr_Q 7 111: O W r y ai y 0 cb 0 0 Q O N j• 0• O O W a y CD Q OC - a ° O (D 0 Qiij CI D] CI-. 0 "§2 cb 0 a o (n < 1 v 0 O C 3. Q0 '- m--., co 0 4 0. coFT 0Q 7 y ET it; n A (D d. .0.. ❑7 a. 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