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File Number: 15-145 <br />destruction of records to City staff, once a compliant records retention schedule is in place. <br />A records retention schedule is a comprehensive inventory of the records maintained by the <br />City. A retention schedule assists City staff in managing the storage of records that must be <br />retained, the timely disposal of records no longer needed, and the preservation of records <br />which are of historical value. <br />Analysis <br />The City’s current retention schedule was adopted in 1998 by Resolution 98-16. Due to <br />changes in the law, as well as changing business needs and records management demands, <br />major changes to the City’s current retention schedule are required. <br />The City Clerk’s Office engaged Gladwell Governmental Services, Inc., a local government <br />records consultant, to assist staff from all City departments in revising each department’s <br />records retention schedule. The department retention schedules proposed for adoption have <br />been reviewed and approved by the respective department head and the City Attorney’s <br />Office. <br />Draft retention schedules have also been prepared for the following departments and <br />divisions: Human Resources, Business Development / Community Development, Engineering <br />& Transportation and Police; as well as a Citywide retention schedule that includes records <br />common to many or all departments. These draft retention schedules will be presented to the <br />City Council for approval at a future meeting, once they are reviewed and approved by the <br />respective department head and the City Attorney’s Office. <br />Current Agency Policies <br />·City records are retained and destroyed in accordance with the adopted records retention <br />schedule. <br />Previous Actions <br />·Current records retention schedule was adopted by Resolution No. 98-16 on February 2, <br />1998. <br />Legal Analysis <br />The City Attorney’s Office has reviewed and approved the attached records retention <br />schedules proposed for adoption. <br />Fiscal Impacts <br />None. <br />ATTACHMENTS <br />Attachment to Staff Report <br />Page 2 City of San Leandro Printed on 3/11/2015