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CITY OF SAN BER.QRDINO - REQUEST c;bR COUNCIL ACTION
From: Janis Ingels
Director
Dept: M.l-S.
Date: 7/1/92
Subjact: Data Retention/Destruction Policy
Synopsis of Previous Council action:
Recommended motion:
Adopt resolution.
Signature
Contact person: Janis Inqels, Director
Phone: 5010
Supporting data attached: YES
Ward:
FUNDING REQUIREMENTS:
Amount:
Source: (Acct. No.)
(Acct. Descriotionl
Finance:
Council Notes:
Agenda Item No.
/:1.
CITY OF SAN BERtORDINO - REQUEST ~R COUNCIL ACTION
STAFF REPORT
No formal policy currently .exists fori~the retention or destruction of data on the
city's central computers.
The attached resolution establishes a reasonable and adequate policy.
75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO ESTABLISHING A POLICY FOR
THE RETENTION AND DESTRUCTION OF DATA STORED IN THE CITY'S MAIN
COMPUTER SYSTEM.
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5 WHEREAS the City of San Bernardino finds that a uniform policy
6 for the retention and destruction of data stored in the City's main
7 computer system is necessary and essential to the operation of a
8 current data base.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1.
The Management Information Systems Division (MIS)
will save on tape all City data stored in the City's main computer
14 system at the end of each week. MIS will retain only the four (4)
15 most recent weeks of stored data on a continuing basis.
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SECTION 2.
The Management Information Systems Division (MIS)
will save on tape all City data stored in the City's main computer
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system at the end of each fiscal year. MIS will retain the "fiscal
year" stored data unless such data is authorized to be destroyed by
action of the council.
SECTION 3. The Management Information Systems Division (MIS)
will save on tape all City data stored in the city's main computer
system at the end of each calendar year. MIS will retain the
"calendar year" stored data unless such data is authorized to be
destroyed by action of the Council.
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SECTION 4. All data over four (4) weeks old and not captured
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1 on either a fiscal or calendar year end save will not be retained
2 on tape.
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8 I HEREBY CERTIFY that the foregoing resolution was duly
9 adopted by the Mayor and Common Council of the City of San
SECTION 5. This policy does not preclude the routine
destruction of obsolete or erroneous data or the deletion of data
by the various City Departments as part of their normal business
operations.
10 Bernardino at an
11 day of
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meeting thereof, held on the
, 1992, by the following vote to wit:
COUNCIL MEMBERS
ESTER ESTRADA
JACK REILLY
RALPH HERNANDEZ
MIKE MAUDSLEY
TOM MINOR
VALERIE POPE-LUDLAM
NORINE MILLER
AYES
NAYS
ABSTAIN
CITY CLERK
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RESOLUTION OF Tt"iCITY OF SAN BERNARDINO ESTABLONG A POLICY FOR THE
RETENTION AND OMoRUCTION OF DATA STORED IN THE CITY I S MAIN COMPUTER
SYSTEM.
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The foregoing resolution is hereby approved this ____ day
, 1992.
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Approved as to form
7 and legal content:
8 JAMES F. PENMAN
city Attorney
9 By: ~">""" 7. Pe-~
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W.R. HOLCOMB, MAYOR
City of San Bernardino