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ITEM #6 <br />CITY OF COLTON <br />AGENDA REPORT <br />FOR COUNCIL MEETING OF February 17, 2009 <br />TO: HONORABLE MAYOR AND CITY COUNCIL <br />FROM: CITY CLERK <br />SUBJECT: ADOPTION OF RECORDS RETENTION AND DESTRUCTION POLICY <br />DATE: February 6, 2009 <br />BACKGROUND: <br />In 1989, the City Council adopted Resolution No. R-132-89 which established a records retention <br />program for the City. Over the years, the volume of records retained by the City has increased <br />dramatically. In addition, the methods of storage for City records has changed. Many City <br />documents have been scanned into digital format, yet the original paper versions of those <br />documents are still being maintained at City Hall. Furthermore, many of these documents have <br />been retained by the City well past their legally required retention periods. The majority of these <br />records are currently being stored at the City Hall Annex across from the Civic Center. City staff <br />is rapidly running out of storage space for these obsolete documents. <br />DISCUSSION/ANALYSIS: <br />To improve the City's records retention program, the City Clerk, in conjunction with the City <br />Attorney, has prepared an updated "Records Retention and Destruction Policy' and a "Records <br />Retention Schedule" which may be used by all City departments. In addition, staff has prepared a <br />resolution to adopt the Policy. The proposed Policy and resolution accomplish the following <br />objectives: <br />(1) The resolution adopts the Policy and grants ongoing authority to the City Manager <br />and/or City Attorney to make minor amendments to the Policy from time to time, in <br />accordance with changes to State and federal laws and regulations which may <br />affect retention periods for City records. <br />(2) The proposed Policy details the legal retention period for specific types of records <br />maintained by the City and incorporates relevant information from the Secretary of <br />State Local Government Records Management Guidelines. <br />(3) As part of the proposed Policy, the Records Retention Schedule cites to the <br />various State and federal statutes and regulations that set forth the retention <br />periods for City records. This information will assist City staff in tracking any future <br />changes in the law so that the Policy and Schedule can be updated from time to <br />time. <br />ONTARIO\NSTUBBS\301965.1 <br />