PREPARED BY: LETICIA I. MIGUEL DATE OF MEETING: 03/04/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION AMENDING THE CITY'S RECORDS RETENTION SCHEDULE, AUTHORIZING FUTURE CHANGES TO THE RECORDS RETENTION SCHEDULE, AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS.
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
BODY
COMPLIANCE STATEMENTS
Adopting a Records Retention Schedule is not a specific policy priority identified in the FY 2023-25 City Council Priority Workplan, effective April 5, 2023, but is important for efficient city operations. The City is upgrading its records management program, including its records retention policies. The adoption of this amended retention schedule will result in efficiency gains and cost savings.
BACKGROUND
In 2016, San Pablo contracted with Gladwell Governmental Services, Inc. to upgrade its records management program. On June 6, 2016, the City Council adopted Resolution 2016-185, providing the City with a comprehensive Records Retention Schedule. The Records Retention Schedule was last updated pursuant to Resolution 2023-028 dated March 6, 2023.
Staff has successfully managed City records, both paper and electronic versions. Since 2016, numerous files and records have been scanned and/or destroyed according to the current Records Retention Schedule, as approved by the relevant Department Head, the City Attorney, and the Assistant City Clerk. The destruction of these records has aided in elimination of duplicate records and has freed up space in storage areas in the various departments.
Gladwell Governmental Services, Inc., an expert in local government records, has recommended that the City further upgrade its records management program. An upgrade in the existing program is necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current...
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