HomeMy WebLinkAbout10-City Clerk
C CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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From:
Rachel G. Clark, City Clerk
Subject: Adopt Resolution to revise and
update the Records Retention Schedule for
the City Clerk's Office and repeal
Resolution No. 98-310.
Dept:
City Clerk
Date: July 2, 2008
MlCC Meeting Date: August 4, 2008
Synopsis of Previous Council Action:
02-05-1996 - Adopted Resolution 96-36 creating a Records Retention Schedule (RRS).
04-21-1997 - Adopted Resolution 97-106 repealing Resolution 96-36 and updating the
Records Retention Schedule (RRS).
11-02-1998 - Adopted Resolution 98-310 repealing Resolution 97-106 and adopting the
revised 1998 Records Retention Schedule.
Recommended Motion:
That said resolution be adopted.
Q~~l -' ~_ ~
Signature
Contact person:
Dodie Otterbein, Records MnEt. Specialist Phone: x 3210
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: No cost
Source:
(Ace!. No.)
(Ace!. Description)
Finance:
Council Notes:
Agenda Item No.
10
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect
A Resolution of the City of San Bernardino Repealing Resolution No. 98-310 and adopting the
revised Records Retention Schedule attached as Exhibit "A"
Back2round
On February 5, 1996, the Mayor and Common Council of the City of San Bernardino adopted
Resolution No. 96-36, which adopted the City Clerk's Office, Records and Information
Management (RIM) Program, and adopted the Records Retention Schedule as an attachment to
said Resolution.
On April 21, 1997 the Mayor and Common Council of the City of San Bernardino adopted
Resolution No. 97-106 repealing the Records Retention Schedule by Resolution 96-36, and
adopted the 1997 Records Retention Schedule as an attachment to said resolution.
On November 2, 1998, the Mayor and Common Council adopted Resolution 98-310 which
repealed Resolution 97-106 and adopted the revised 1998 Records Retention Schedule.
Since the revised 1998 Records Retention Schedule was adopted, the City Clerk's Office
Records and Information Management (RIM) Program has utilized technological advances by
purchasing and implementing the Laser Fiche software that scans vital documents and allows
comprehensive indexing of those images for rapid and efficient retrieval of those images.
In 2006, the City Clerk's Office RIM Program contracted with Gladwell Governmental Services,
Inc. to provide recommendations to update the filing system in the City Clerk's Office. During
this restructuring of the City Clerk's filing system, Diane R. Gladwell, who has 18 years
experience as a City Clerk and is now a contractor with governmental agencies for Records
Management programs, provided her recommendations for destruction and retention of records
maintained in this office.
With the restructuring of the City Clerk's Office filing system, it became necessary to update the
Records Retention Schedule. The revised Records Retention Schedule takes into consideration
the title changes to our existing files for the City Clerk's Office, departmental and outside
agencies. The retention periods were determined based on various Government Code sections,
which are indicated on the schedule.
The revised Records Retention Schedule uses recommendations by Gladwell Government
Services, Inc., the Secretary of State Guidelines for Local Government Records, the International
Standard for records management, ISO 15489 and best practices policies of other local
governmental agencies to create the revised time lines.
m;::;.'
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Financial Imoact
None.
Recommendation
That the resolution be adopted.
1
2
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO REPEALING
3 RESOLUTION NO. 98-310 AND ADOPTING THE REVISED RECORDS RETENTION
4 SCHEDULE ATTACHED AS EXHIBIT "A".
5
6
7
8
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
WHEREAS, on February 5, 1996 the Mayor and Common Council of the City of San
Bernardino adopted Resolution No. 96-36 which adopted the City Clerk's Office, Records and
9 Information Management (RIM) Program, and adopted the Records Retention Schedule as an
10
11
12
attachment to said resolution.
WHEREAS, on April 21, 1997 the Mayor and Common Council of the City of San
13 Bernardino adopted Resolution No. 97-106 repealing the Records Retention Schedule by
14 Resolution 96-36, and adopted the 1997 Records Retention Schedule as an attachment to said
15
resolution.
16
17
18 Bernardino adopted Resolution No. 98-310 repealing Resolution 97-106 and adopted the
19
20
21
WHEREAS, on November 2, 1998 the Mayor and Common Council of the City of San
Revised 1998 Records Retention Schedule as an attachment to said resolution.
WHEREAS, the City Clerk's Office has established said Records and Information
Management (RIM) Program, and requests that the Mayor and Common Council continue its
WHEREAS, the continued objective of the City Clerk's Office, Records and
Information Management (RIM) Program is to improve information and record keeping
policies and procedures while providing records and information in a timely manner to
27
personnel requiring them at the lowest practical cost; and
28
iJ/O
Of>-O'f-(Jg
1 RESOLUTION OF THE CITY OF SAN BERNARDINO REPEALING RESOLUTION
2 NO. 98-310 AND ADOPTING THE REVISED RECORDS RETENTION SCHEDULE
ATTACHED AS EXIllBIT "A".
3
4
5
WHEREAS, the City Clerk's Office fmds it appropriate to amend the Records
6 Retention Schedule (RRS) at this time;
7 WHEREAS, the Records and Information Management (RIM) Program demonstrates
8 that the City of San Bernardino City Clerk's Office makes every reasonable attempt to retain
9
and dispose of its records in accordance with applicable guidelines and good business practices;
10
NOW THEREFORE, the Mayor and Common Council of the City of San Bernardino
11
12 do hereby continue their support of the City Clerk's Office Records and Information
13
14
15
16
17
18
19
Management (RIM) Program by repealing Resolution 98-310; and adopting the Revised
Records Retention Schedule attached as Exhibit "A".
IIII
IIII
IIII
IIII
1 RESOLUTION OF THE CITY OF SAN BERNARDINO REPEALING RESOLUTION
2 NO. 98-310 AND ADOPTING THE REVISED RECORDS RETENTION SCHEDULE
ATTACHED AS EXHIBIT "A".
3
4
5
6
7
8 the
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
day of
2008, by the following vote, to wit:
9 Council Members:
10 ESTRADA
11 BAXTER
12
BRINKER
13
14 DERRY
15 KELLEY
AYES
NAYS
ABSTAIN
ABSENT
16 JOHNSON
17
18
19
20
McCAMMACK
Rachel Clark, City Clerk
21 The foregoing resolution is hereby
22 ,2008.
23
24
25 Approved as to Form:
26 James F. Penman
27 City Attorney
approved this
day of
Patrick J. Morris, Mayor
City of San Bernardino
28
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