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City of San Leandro <br />Meeting Date: March 16, 2015 <br />Staff Report <br />Agenda Section:File Number:15-145 CONSENT CALENDAR <br />Agenda Number:8.D. <br />TO:City Council <br />FROM:Chris Zapata <br />City Manager <br />BY:Lianne Marshall <br />Assistant City Manager <br />FINANCE REVIEW:Not Applicable <br />TITLE:Staff Report for a Resolution Approving Records Retention Schedules for City <br />Records, and Approving the Destruction of Records in Accordance with the <br />Retention Schedules, Subject to the Review and Consent of the City Attorney <br />SUMMARY AND RECOMMENDATIONS <br />Working with City departments and Gladwell Governmental Services, Inc., a local government <br />records consultant, staff prepared records retention schedules that specify the retention <br />periods for records kept by the City. The City Manager and the City Clerk recommend that <br />the City Council adopt a resolution, approving the new records retention schedules for the <br />following departments/divisions: Mayor and City Council, City Attorney, City Manager, City <br />Clerk, Information Services, Finance, Library, Public Works, and Recreation and Human <br />Services. <br />BACKGROUND <br />Cities have responsibility for managing many different types of records for various <br />governmental purposes. Certain records, such as agreements and purchase orders, are vital <br />to the conduct of a city’s day-to-day business; while others, such as meeting minutes, are <br />important historical records. <br />California Government Code Section 34090 et seq. provides general requirements for the <br />retention of local government records, as well as specific requirements for certain types of <br />records. Retention periods for various types of records are also specified elsewhere in <br />federal, state and local law. For example, in 2012 the City Council adopted Title 10, Chapter <br />6 of the San Leandro Administrative Code, which requires the City to retain emails for a <br />minimum of two years. Variations in retention periods, as allowed by statute, can be <br />recommended by staff to meet various public or business interests. <br />The Government Code provides various methods for a city to manage its records program. <br />One alternative allows the City Council to delegate decisions regarding the retention and <br />Page 1 City of San Leandro Printed on 3/11/2015