HomeMy WebLinkAboutCC Resolution 13483 (Records Retention Schedule)RESOLUTION NO. 13483
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING
DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING PRIOR
RESOLUTION NOS. 5312 AND 11042
WHEREAS, the various departments of the City of San Rafael accumulate and store
voluminous public records related to the conduct of the City's business; and
WHEREAS, the maintenance of numerous public records is expensive, slows document
retrieval, and may not be necessary after a certain period of time for the effective and efficient
operation of the government of the City; and
WHEREAS, Section 34090 of the California Government Code provides authority and
conditions for the lawful and orderly destruction of City records that are no longer required for
public purposes; and
WHEREAS, the State of California has adopted guidelines for appropriate retention
periods for various types of government records; and
WHEREAS, the City previously adopted a policy for retention and destruction of public
records by Resolution No. 5312, adopted on June 20, 1977, and amended by Resolution No.
11042, adopted on March 18, 2002; and
WHEREAS, the City Council wishes to revise the City's records retention policy by
adopting updated schedules setting forth the appropriate retention periods for various public
records;
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San
Rafael as follows:
1. The Records Retention Schedule attached hereto as Exhibit A and incorporated
herein by this reference, is hereby approved.
2. The records of the City of San Rafael, as set forth in the approved Records
Retention Schedule, are hereby authorized to be destroyed as provided by Section
34090 et sem. of the California Government Code and in accordance with the
provision of said Schedule, upon the request of the Department Head and with the
consent in writing of the City Attorney, without further action by the City
Council.
3. The term "records" as used herein shall include documents, instructions, books,
microforms, electronic tiles, magnetic tape, optical media, or papers; as defined
by the California Public Records Act.
4. Resolution Nos. 5312 and 11042 are hereby rescinded.
I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael
City Council held on the 4th day of February, 2013, by the following vote, to wit:
AYES: Councilmembers: Colin, Connolly, Heller, McCullough & Mayor Phillips
NOES: Councilmembers: None
ABSENT: Councilmembers: None
ESTHER C. BEIRNE, City Clerk