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 technology and changes in law.
The upgrade of the current records management systems is driven by many factors, including:
• Very limited space in City facilities;
• Many departments filing and storing copies of the same records;
• The City producing and managing a large number of permanent records;
• Escalating records storage expenses;
• Technology advancements; and
• Changes in applicable laws.
The 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 retention periods follow all applicable laws and are standard business practice for most California cities.
The new retention schedules were developed interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, San Pablo will realize savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.
Highlights of City Council retention polices include Agenda Packets, Recordings of City Council meetings, minutes, resolutions, and ordinances, which are all retained Permanently.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the relevant Department Head and with the consent in writing of the Department Head, Assistant City Clerk, and City Attorney, which is provided for in Section 1 of the proposed resolution. The revised Records Retention Schedule will reduce costs and improve efficiency for the City.
It has also become standard business practice for California cities to authorize updates to the Records Retention Schedule to be accomplished administratively, and without further action of the City Council. This approach is provided for in Section 2 of the proposed resolution.
Staff recommends adoption of the attached resolution, providing for an updated 2024 Records Retention Schedule and additional process changes, as described above.
FISCAL IMPACT
Gladwell Government Services assesses an annual $600 fee for maintaining the City’s Records Retention Schedule. Amending the retention schedule does not have any other fiscal impact to the City.
Attachment
Att A - Resolution
Att B - Records Retention Schedule