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File Number: 15-191 <br />One alternative allows the City Council to delegate decisions regarding the retention and <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 that <br />are of historical value. <br />Analysis <br />The last City-wide retention schedule was adopted in 1998 by Resolution No. 98-16. Due to <br />changes in the law, as well as changing business needs and records management demands, <br />major revisions to the City’s current retention schedule are required. <br />The City Clerk’s Office engaged a local government records consultant, Gladwell <br />Governmental Services, Inc., to assist staff from all City departments in revising each <br />department’s records retention schedule. The department al retention schedules proposed for <br />adoption were reviewed and approved by the respective department head and the City <br />Attorney’s Office. <br />At the March 16, 2015 City Council meeting, the City Council adopted the records retention <br />schedules for the following departments/divisions: Mayor and City Council, City Attorney, City <br />Manager, City Clerk, Information Services, Finance, Library, Public Works, and Recreation <br />and Human Services. <br />Staff requests that the City Council approve the updated records retention schedules for the <br />following departments/divisions: Human Resources, Community Development, Business <br />Development, Police, Engineering and Transportation, and Citywide. Further revisions are <br />also proposed for the City Clerk schedule. An increase in the retention of City Council <br />meeting video recordings, from 5 years to 10 years, will offer greater public access. This <br />increase in retention period is consistent with the practice of other neighboring cities when <br />providing online access to several years of City Council meeting videos. Also, a few items are <br />added or modified because the Fair Political Practices Commission (FPPC) issued additional <br />forms and retention guidelines. <br />Current Agency Policies <br />The current City-wide retention schedule was adopted by the City Council on February 2, <br />1998, by Resolution No. 98-16. <br />Previous Actions <br />·Current Citywide records retention schedule was adopted by Resolution No. 98-16 on <br />February 2, 1998. <br />·New records retention schedules for Mayor and City Council, City Attorney, City Manager, <br />City Clerk, Information Services, Finance, Library, Public Works, and Recreation and <br />Human Services were adopted by the City Council on March 16, 2015, by Resolution No. <br />Page 2 City of San Leandro Printed on 9/29/2015