Loading...
HomeMy WebLinkAbout05 RECORDS RETENTION 09-17-01AGENDA REPORT MEETING DATE: SEPTEMBER 17, 2001 TO: WILLIAM A. HUSTON, CITY MANAGER FROM' OFFICE OF THE CITY CLERK SUBJECT: RECORDS RETENTION SCHEDULE 170-95 NO. 5 09-17-01 I I I SUMMARY: The Records Retention Schedule specifies how long each record will be held in active storage, inactive storage, and the date of destruction. It also specifies records that are kept permanently owing to their vital or archival statute. RECOMMENDATION' Adopt Resolution No. 01-91, establishing a Records Retention/Disposition policy. FISCAL IMPACT: None. DISCUSSION' An important component of a records management program is a Records Retention/Disposition Schedule (Exhibit A attached to Resolution No. 01-91). The Schedule has been prepared to retain City records in active or inactive status only as long as required, image records when they are required for permanent use, and destroy records when they are no longer needed. The proposed Schedule is based on legal, fiscal, administrative, and archival requirements. Since retention requirements are temporal and may change as laws are created or amended, the City Attorney and City Clerk will periodically review the Schedule. As staff functions and categories of records am added or deleted from the Schedule, the City Attorney would authorize approval of those additions and deletions from the Schedule. Amendments to the retention period for functions listed on the Schedule may be made only by action of the City Council. · In compliance with Government Code Section 34090, Resolution No. 01-91 provides that records may only be destroyed upon reaching the end of their retention period and with the prior ap of a resolution by the City Council and the prior written consent of the City Attorney. Beverley White Chief Deputy City Attachment B.cm.records retention 1 RESOLUTION NO.01-91 CORDS 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, ADOPTING THE RECORD RETENTION/ DISPOSITION SCHEDULE WHEREAS, it is recognized by more and more government bodies, corporations, and organizations of all types that a records retention program is not a luxury, but a necessity due to Federal and State laws requiring precise records management control; and WHEREAS, the City Clerk is responsible for managing City records with respect to the legal, fiscal, administrative, and archival value of such records; and WHEREAS, in furtherance of this objective, the City Clerk has developed the Tustin Records Retention Disposition Schedule; and WHEREAS, establishing a Records Retention Schedule will assure that legal requirements governing proper records management are met, will promote cost savings, will provide for efficient records retrieval, and will maintain records in an orderly, standardized manner; and WHEREAS, Government Code Section 34090 permits the head of a City department to destroy any City record, document, instrument, book or paper under his/her charge, without making a copy thereof, in accordance with state law after the same is no longer required provided the method of destruction is: (1) approved by the City Council by Resolution; and (2) the City Attorney has given written consent; and WHEREAS, a Record Retention/Disposition Schedule has been prepared to retain City records in active or inactive status only as long as required, image records when they are required for permanent use, and destroy records when they are no longer needed. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, finds, determines and orders as follows' SECTION 1. A Records Retention/Disposition Schedule, under the supervision and administration of the City Clerk, is hereby established. ! SECTION 2. The Record Retention/Disposition Schedule, as set forth in Exhibit A attached hereto and made a part hereof ("Schedule"), is hereby adopted. As staff functions and categories of records are added or deleted from the Schedule, the City Attorney is hereby authorized to approve those additions and deletions from the Schedule. Amendments to the retention period for functions listed on the attached Record Retention/Disposition Schedule may be made only by action of the City Council. CORDS 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Resolution No. 01-91 Page 2 SECTION 3. This Resolution does not authorize the destruction of: Ao Records affecting the title to real property or liens thereof. B. Court records. Co Records required to be kept by statute. D. Records less than two years old. Eo The Minutes, Ordinances, or Resolutions of the legislative body or of a City board or commisSion. SECTION 4. With the prior approval of the City Council by resolution and the prior written consent of the City Attorney, the City Clerk may destroy any city record, document, instrument, book or paper, without making, a copy thereof, pursuant to the retention parameters set forth in the attached Retention/Disposition Schedule. on the PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin .. day of ,2001. ATTEST: TRACY WILLS WORLEY, MAYOR PAMELA STOKER CITY CLERK -2- XHIBIT A CITY OF TUSTIN RECORDS RETENTION SCHEDULE Code Explanations The following codes are used in the first column (Office of Record) of the retention schedules' Office of Record = The department(s) responsible for preserving original records within the records series until retention requirements have been met. The specified Offices of Record are' AGEN BLDG CA CC CD CM CS DEPT FIN HR PLAN PD PW = Other Agencies. These documents are not public records for the City of Tustin. The originating agency is responsible for their preservation in accordance with legal requirements. These documents may be destroyed by the City whenever they are no longer useful for reference purposes. = Building = City Attorney = City Clerk = Community Development = City Manager = Parks and Recreation Services = Any department having original records for the records series = Finance = Human Resources = Planning = Police = Public Works, Engineering, Field Services, Water The following codes are used to describe retention requirements' C D E P S T AC AD AE AP AS AT 2/D/R D/R 1,2,3 = While current or until completed = Until disposition = Until expiration = Permanent = Until superseded or settled = Until terminated = After'completion = After disposition = After expiration = After paid = After settled or superseded = After termination = Destroy when no longer required or relevant, retain minimum of 2 years. = Destroy when no longer required or relevant. These records either (1) are not considered to be public records or (2) are other-agency information for which the originating agency has the responsibility for preservation. = Number of years (unless otherwise specified) after date' of document creation z [ n o oooooooo~o~o~,o.ooooo ===================== ~ ! q[.i ~ p Tn. I I I I I I ! I I I ~ Tnn Tn' I ~ 8 ~ o ~-'r- ._ 4.-, ff' [.U ~: o. c: 0© -- · -- LIJ LIJ 4-, 0 0 "~'o ,.. I--nn"O 00~ o. x 0 cD +." ._o 0 0 ._~ Z I-- Z uJ l- uJ 8 0 0 0 0 0 00 00 w 8 Z ~- O0 0 0 +~ ~ +~ +~ 0 +~ +~ +~ ~ +~ +~ 0 0~~ on nn n ~n 00~ 0 o o 0 0 0 0 0 0 0 0 0 0 o o o o o 0 0 0 ~.) ~ 0 0 0 0 0 0 m ¢~ 0 00-Ij 0 0 0 ~.~ 0 0 0 m o o 0 0 0 o 0 o o o 0 0 0 0 0 0 0 I I I I I T"' I T"-' I I I ~" T'-' I I I I 0 8 '~ 0 00~ 0 i Z o ~ E 0 © ! I I I ~ q, ii I I ~ I qii I q,,i, I ~ ~ I I I I I I o 8 '~ 0 00~ 0 Z 8 .o~ooooo~. I ~ I ! I I I I <-. <-.~ oo z 8 ~,,.. O0 0 0 ~U UU ~~ ~ co ounuuPinnuu Q L~ L~ O ~L~Q "r'"r 0 0 0 ~ 0 E E E ._o E E E E ~E .,,,. .c_ .c_ .c_ ~ .c_ · > > ,_ · 0 0 0 E o Z 0 o ~o~ 0 © o o o o 0 o o c~ o 0 0 CCC: o 0 t-C.) mU C:: oOiZO iT. Z (/) o 0 ~oE Q_ -- 0 © 0 0 o ccc: 0 0 0 0 o ¢~0 c: c: cc: 0 cD 0 c: )., c: ~ ~ o § ° ~O,V 0 onn n~ onnn 0<E n nn ~n~ <~ n O~ ~ ~ 0 0 ~c ~ EE EEO E __o_o _o _.o E_O E._O o 0 o 0 mo mo >.>. >=o>. O=o>- o=>. o o o u~ 0 Z o ~oE Cl.. -- Z '~ o "~ Z 0:: 8 0 rr -I- -!- -I- Omo m 0 0 0 cO, , , o o o o o o m o ~ 0 c c: c: c: c c: ~,,. c: ~. c: i i ~ i i i i i i ~-,-d,c '~ 0 ID.._ OOn~ 0 c:: 0 c:: c:: onO<C Onnn 0 g g g g Eo ,_E° ,_E° '-- g (DO (DO ~ 0 0 Z o Z uJ LU © 0 0 0 ~ I I o oo ~o c: c: c: ~.c: o 0 0 0 (D o 0 c: c c: c: ~,, c: C~ ,e'-' I I I I I 0 go~ o _q_OE ~- +~ 0 0 ~' 0 Z o ~oE Z '~ 0 ~ Z n, 8 0 00~ i ! O0 o oo oo ~ ~ 8 Z 0 ~o~ o~,o~oo~o~o oo~o~ o ,' >c >.,-,' >,' >>.," ,",- >>,' >> ,' 0 ~ 0 o (,.1 (D 8 0 Z o ~o~ 12. -- o LU a: 8 © ~ + + n 0 0 0 0 0 0 0 0 0 0 ~~ tO ~ 0 ~> 0 0 0 0 0 0 C C C: C: C: C: C: C: C C: ~, ~, C: ~,. C: C: r' C: C e' 8 o 0 o 0 0 c~.c_.c_.c_ .c_.c_.c_.c_ c c c c c c c c c c c c c c c c o,, ,, ,, o,, u.,, ,, irirlrirlri~i~'ir~irlrn-~ir i~'ir · 0 ~o Z o ~ ~ n -- o ~ n + OS ~ ~ cD o o m o o m m o o ~,c c >. ~. cc o ~ 0 8 ~ o o 0 ~ ~-~ 0 ir ir O ir ir LF.. Q ir ir' ir ir ir 0 0 o ~ ~i.Z o~o~. ~i.~ E o~ · -- ~ 0 ~ ~ ~ · ~ ~ 0 0 0 . c ~ ccc o ~o cc ~ ~= EE.E '- · EE v C ,- 0 0 0 0 g :-~ :-~ ~:~:~:~ o Z 0 ~ ~ 0 © o ~ o 0 ~ o o 0 0 c: ~, c: r' ~, c: c: c: c: 0 8 "~ 0 OOn~ 0 0 crt.c: c c ou. ~ 0 Z o LU a: © ~ 0 ~ ~ 0 0 ~ 0 o 0 ~, c: ~, ~, r- c ~, c c c: , ,-- , , LO LO , ,-- O0 0 ~ 0 0 0 0 r- ~,, c: c: e- c: 8 ~ ~ o § ° ~On' 0 0 0 c: c: 0 8 Z I- Z LU I-- LU rr 8 o o 0 cD o o ~' ~ ~ ~,~ ~ o o ~D ~D cD o ~ ~ o o ¢~ 0~. 0 · -"': "- o' c~ 0 ~ 0 ,__ .I:: --' 8 O0 0 0 0 0 u.. u.. u. 0 0 ..c: 0 .9 .>_ ._~ "ID 0 0 Z o o LAJ LAJ cD o cD o ~,. c: ~, 000 ~ ::D C: CL C: 0 ~ 'o .~ .-- .-- 0 C: C: C: m ~ ~D 0 0 o +~"' ~ ~ o "' _ --= ~ ~ 0-' Z ~ ~. 0 0 0 O0 +., O0 00~ . L~ 0 0 0 ~ ~ ~ OO 0 o 0 .,,=,..=. o,,,,,., ~- ~- ~- =...... o o o EEE Z o ~oE n -- © >. c: c: c: c: ~ i I I I I I I ~ I I I ~ ~ 0 0 ~On" 0 Z Z LL! 8 ~ 0 w 0 o o cD o 0 0 E E ~E + 0 0 0 0 0 I:::: I:::: I::: C: 0 -I- o o o w ~ 0 ~ o ~ ~.n_.o z ~= --.- 0 0 ~ 0 WLU U_ Z oo~ 0 ,0 0 0 rJ (.) c' ,. fi._o 0 o.m, c ~ c 0 ~ ~0 0-~~ o o~ o · Z cD 0 0 0 ?.. ?.. ILl cOO .- o o 'ID 0 ~. 0 0 0 0 0 Or...) ,cC c~ 0 ~ 0 o0 ~ > > > .~ ~ E EE ~_~ m E EE m~ o.E ~E o.E o.E o.E ,', E o.E ~E Z © uJ 0 0 ¢D ct) m 0 m  0 IE: ,,_ 'ct' OOn~ 0 0 0 ~ 0 "o ~,~ 0 o Z I- Z LU I-- LU n" ~O_E i i ! i i ~ i i i i 8 ~- O0 0 0 0 0 E ._o ~ · · ._o ,., 'f: o o ~'-o'o =o .9>> · .~~ ~ ~ 0 0 0 · -- ~ · ~ ES~ m ~ o 0 0 EEE E Z 0 ~o~ 0 ~ LLI oo o~o~ooo~o. ~ ,- >,- >,-- ,- ,- >,- >. I I I ~ n.' .~ o · -~ cD 0 0 0 c- 0 '- 0 8 a- o'~ c~ m ud ~<~'r 2 Z Om n- ::3 a::U ~Oo E E E E E E~. '~ 0 0 8 o o oo~ o O'T",~ ~'r'r~'r'"~'r'r'r' 0 ~ ~ ~ ~ 0 .~ o o oo .~ o o ~e2 .~ 0 ~ Z o $ O' LU © moo o cD o m o I I I I I I I ~ o o o o m ¢v o o ~) 0 Z I- Z LU ~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C: C: C: C: C C: C C 'C: (,3 8 8 IE.. ,,.. O0 0 r~ n'~ n-l- '-r-~'l-' EEEEEEE EEE m m m mmmmmm m m m m m m o .[ ~ EEE EEEEEE o Z o ~ E 0 uJ © I ~ ~ I I I q'="' I I I I I I 8 '~ 0 o Z o ~oE z 0 Z © I I I I I I I I I I I I ! I I m ,- o OnB. ~_ OB. 0 (J (J(JO ~ ~o m m oO O00a. o ~..h- 0 c: c: · ~EE E~ .--cD ~ 0 o .,,,. o... 0 0 0 . ,.,,. o,,.. m m m o o 0 EEEE CCC:C: Z o '~_g 0 © o m m m o 0 LO , , , , LO Z c:: 00~ 0 Z o ~oE Z "~ 0 '~ Z 0 u.I u.I ,tOO') oo ~o ~o ~ I I I Z c ~c 0 C: ,._ '~ 0 ~o~ o 00 c: c: c: o') c~ (D C: (D CD m m m q::> m O) m O) m o) Z i-- LU UJ ~.,_ O0 o om~m,', a.a. o.~ ~a.~ a.~o ~a.a.a_ a.~ ~ 0 'o ~' ,- ~ o 0 ¢~ E ~E Z E fy) o ~oE n -- o a: 8 © 0 8 I I I I I I I I I I I I I ~ 0 orn~ nn On n r'n rn m m 0 r, jnii"(J 0 0 0 0 c:'E c: c: c:c~ ," c~ E E.E E E_O E_O .~' · 0 cD 0 ~- ~ ~- ~- ~:~-~ ~'~ 0 Z o ~o~ LLI © I ! ! I ! I I I ! ~ I CY~ ! I I I I I ! o o ~ g g ~ oo ooo ~ 0 ~ ~ ~ ~ 0 0 0 ~ ~ ~ 0 ~ 0 0 0 0 0~ E~ ~ ~EEE · -'~Eo E'~ _o EEEEE EE EEE.~ Z o ~oE 0 © o~ oo,~o 8 o Z 0 ~ 0 © ~ , *~ + + + 0 0 0 ~ 0 0 0~ 0 0 0 m C~ ~ ~ H 0 ~_ ~ OOn~ 0 0 ~ ,"- c o o o o t,.- c- _o Z o ~ EL -- a: © 0 ~ t.'- ~ ~. ~  0 0 c:: C: ~ 0 0 c: ~ 0 0 co m a. ,- ~o~ o oho ~ ~ o oa_a. nn nn on n <~ O.C: · c E 0 ,- 00'3 :30:3 Z 0 ~oE 0 ~ ,~+n- n,' o ~ooo ~o . '<:1~ ~ 0 0+0 ('313_0313_0303 13.1.0 o.o~.oo ~.o o .ooo ,->,..>,-,- >,- ,- >,,.,-,- '-- 0 0 0 '- '- >"~ ~''~ >' 0 "- ~" '- 0 ...... "" ".. o~" ~: ~ .'~ 'r~ ~" · '~ ~- ~- .~ .~ .~ c,-~ . '- ...... ~ ~.-- ~ ~.-- X Z °~ o ~ o © ~ + cc ++ +~ oo ooo~o ..oo~oo ,",- =cc>,- >>,',->,-c 8 -~ 0 ~,,.. OOn~ 0 o 'o o 'o 0 ~ ~'~ c c 0 ~ cD Z i- Z ILl LU n~ I I I I ~1. 111 iii < c~ 0 o o o o 0 0 0 ~. c: c: c: c: c: c: c: c: 8 ~- O0 0 0 O~ 0 ~0 000 m c~ r~ r~ co nnono 0 n non Z o n -- 0 a: 8 © 0 cD o ~ ~ 0 o o o o o '~ 0 ~:~ 00~. O0 n 0 cD o ~ o ~ .c: ~ o .c_ o ~ E 'c 'c E 'c 'c ,-- 0 0 ~, 0 0 ,,,.= o,,=,= ,,,.,= ,,,=,,, e~ o o~ ~ o o~ · - ; Eo '- EEo E r_,..- E ,-,-- ,- ,- ,~ E cc~ o :D :D o :D :D o. o o.. o Z o 0 u.I © 0 o 0 0 el> cD o c: c c: c: ~,, ~, c: 0 o 0 0 ~ · 0  0 ~-m 0 OOn~ ,-- 0 e., e., ~ O~ 0 0 oaaa o~a ~o~~~~ o Z o ~o~ I.IJ a: 8 © m o o o 0 0 0 0 ~ 0 0 0 0 0 0 0 8 o 00~ ~ 0 +~+~ O~ 0 0