(4)AR 040610 Destruction of Obsolete Records

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STAFF REPORT ITEM NO. 04 DATE: APRIL 6, 2010 TO: HONORABLE MAYOR AND CITY COUNCIL - FROM: ROD FOSTER, CITY MANAGER PREPARED BY: EILEEN C. GOMEZ, CITY CLERK SUBJECT: REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS RECOMMENDED ACTION Staff recommends that the City Council adopt a Resolution No. R-15-10, approving the destruction of certain obsolete records. GOAL STATEMENT The proposed action will support the City's goal to make available valuable storage and work space for current records that must be retained by the City. BACKGROUND On March 17, 2009, the City Council adopted Resolution R-09-09 which established the City's new Records Retention and Destruction Policy. The policy provides the procedure for City staff to follow for destruction of any obsolete City records. These are records which have met or exceeded the legal retention period and are no longer needed by the City. The procedure requires the City Clerk to submit a resolution, along with copies of destruction request forms, to the City Council for approval. ISSUES/ANALYSIS In accordance with the City's policy, staff has submitted to the City Clerk a number of requests for destruction of obsolete records. The City Clerk has reviewed the obsolete records described in the requests and has confirmed with the City Attorney that the records meet the requirements of the City's policy for destruction. Staff has prepared the attached draft resolution for the City Council's approval to destroy the obsolete records described in the request forms, which are attached as Exhibit "A" to the Resolution. Many of the obsolete documents staff is requesting to be destroyed are well past the end of their legal retention period by several years or more. FISCAL IMPACTS No fiscal impact is anticipated for destruction of the obsolete records.