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CITY OF COLTON <br />RECORDS RETENTION AND DESTRUCTION POLICY <br />I. PURPOSE <br />The purpose of this Policy is to provide guidelines to staff regarding the retention and <br />destruction of obsolete and unnecessary records of the City of Colton ("City"); provide for the <br />identification, maintenance, safeguarding and destruction of records in the normal course of <br />business; ensure prompt and accurate retrieval of records; and ensure compliance with legal <br />and regulatory requirements. <br />II. AUTHORIZATION <br />Pursuant to Government Code section 34090, staff must receive approval from the City Council <br />by resolution and written consent from the City Attorney before destroying any City records. <br />III. PROCEDURE <br />A. The Department Head completes and signs a "Request for Destruction of <br />Obsolete Records" form, listing the date and description of each document to be <br />destroyed. A sample form is attached to this Policy. The Department Head <br />submits the form to the City Clerk. <br />B. The City Clerk checks the documents listed on the submitted form to confirm that <br />each document is: (1) not required to be permanently retained, or (2) has been <br />retained for the legally required period of time. The City Clerk also confirms that <br />any applicable reproduction requirements (i.e., electronic imaging, etc.) for each <br />document are complete. The City Clerk also verifies that the documents are not <br />relevant to a lawsuit, administrative charge or investigation, or similar <br />proceeding, which is in progress or which can reasonably be anticipated. <br />C. The City Clerk submits the form to the City Attorney, who reviews and signs the <br />form and then returns the signed form to the City Clerk. <br />D. After receiving the signed form, the City Clerk submits the form and a resolution <br />to the City Council for approval to destroy the documents. <br />E. After the City Council approves destruction, the City Clerk oversees the <br />destruction of the documents, indicates the method of destruction on the form <br />and signs the form. <br />E. The City Clerk will retain all original signed forms requesting destruction of <br />records for a minimum period of two (2) years. <br />ONTARIO\NSTUBBS\301909.2 <br />