Laserfiche WebLink
CITY OF SAN LEANDRO <br />MEMORANDUM <br />Date: November 1, 2011 <br />To: City Council Rules and Communications Committee <br />From: Lianne Marshall, Interim City Manager <br />Via: Jacqui Diaz, Interim Assistant City Manager <br />By: Marian Handa, City Clerk <br />Subject: EXTENDING RETENTION PERIOD OF COUNCIL MEETING AUDIO <br />RECORDINGS <br />Background <br />Prior to 2011, City Council meetings and work sessions were recorded on audio <br />cassette tapes. <br />Beginning in 2011, all Council meetings and work sessions are recorded digitally, and <br />posted to the City website. <br />Legal Requirement <br />State law requires audio recordings of public meetings to be kept for 30 days (CGC <br />59453.5(b) <br />City's current retention schedule requires Council meeting audio tapes to be kept for 5 <br />years <br />Retention Issues <br />• Life expectancy of audio cassette tapes is 10 -30 years <br />• Cost to convert from cassette to digital varies from about $15 -$25 per tape <br />• City has audio cassette recordings from years 2001 -2010 (400 -500 tapes) <br />Staff Recommendation <br />If Council desires to extend the retention period of audio recordings, staff recommends <br />• Total retention period of no more than 10 years <br />• no conversion of audio cassettes to digital media <br />• Review /revise retention schedule when City implements video recording of <br />Council meetings <br />