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Resolution No. 2020-015RESOLUTION NO.2020-15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND REPEALING RESOLUTION NO.2017-53 �sSiHPi�:ZSa{i:7�? A. The maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Vernon. B. Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed. C. On October 24, 2017, the City Council adopted Resolution No. 2017-53 approving and adopting an updated Records Retention Schedule, authorizing destruction of certain City records, and repealing all resolutions in conflict therewith. D. Staff has reviewed and revised the Records Retention Schedule and presents proposed schedules to Council for approval. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 2. The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 3. The records of the City of Vernon, as set forth in the Records Retention Schedule, attached as Exhibit A, are hereby authorized to be destroyed as provided by Section 34090 at seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Vernon, as established in the City's Records Destruction Procedure/Policy. SECTION 4. With the consent of the City Clerk, City Administrator, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates may include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Any changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Vernon prior to taking effect. Resolution No. 2020-15 Page 2 of 129 SECTION 5. All resolutions or parts of resolutions, spec'fiicalty Resolution No. 2017-53, not consistent with or in conflict with this resolution are hereby repealed. SECTION 6. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions. APPROVED AND ADOPTED this 2nd day of June, 2020, 1—el� LETICIA LOPEZ, Mayor ATTEST: 61� LISA POPE, City Clerk (seal) APPROVED AS TO FORM: Gyw- - ARNOLD ALVARE -GLASM Interim City Attorney I CERTIFY THAT THE FOREGOING RESOLUTION NO. 2020-15 was passed and adopted by the City Council of the City of Vernon at the regular meeting on June 2, 2020 by the following vote: AYES: 5 Council Members: Davis, Gonzales, Menke, Ybarra, Lopez NOES: 0 ABSENT: 0 ABSTAIN: 0 Chi j- &QLk LISA POPE, City Chirk (seal) ResolWon No. 2020-15 EXHIBIT A Page 3 of IN HOW TO USE RETENTION SCHEDULES 0199521119 Gia"01 GO Meng) Semma, Inc (91A) 337J519 - III,ghi ,curvetl Do nWduplicateardistib ewfth—tprol"den re.,..n A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE- -ITVWID . DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repealed in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying I. • If there is a minimum retention ('Minimum 2 years"), destruction of the document must be authorized before i1 is destroyed, as it is an original record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft t transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." 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N U3�LL' N N N f 8 L 0 m G BOO D> y D 0 o c z`y� 9 N c;iE C w o m u m m m D m N 12 U m m '^ m m 8 E rc Eap� a.a rc o m m o w m h E v E o p E D m N E 3 s n E U m ¢ a m m m �a mF ¢rrc m1 o o n „¢ a `o U a` O E 0 m m 2 Q p z 2 c G W C C �p Q N p q P m Y y .m. Ma rc goo S � 3a3 >'wrcxm 3m i m m c c o — m m m 8 oar is m n n qi n m0 axx R |ƒfk) . �E 2k 2.0 k\ 0 • \ : 2! § !| /\ | ® i) )! . f .. .. ... a ! ) 7« � §§ ,®| ;■ �•\ ,. {}�$ t\ \ -0.E )2 \��! s% 241E {os \\/ \/\}/� /\�k kkh we •2 . \23 : 9, !-�, �l�, k■ !!§ 2)&* !j}® !�!® STAFF REPORT City Council Agenda Item Report Agenda Item No. COV-172-2020 Submitted by Lisa Pope Submitting Department: City Clerk Meeting Date: June 2, 2020 SUBJECT Records Retention Schedule Recommendation: Adopt Resolution No. 2020-15 approving the Citys Records Retention Schedule, authorizing destruction of certain City records and repealing Resolution No. 2017-53. Background: The Citys Records Management Program applies efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. Resolution No. 2017-53, approved and adopted the most recent Records Retention Schedule. In order to ensure compliance with all laws and standard business practices for California cities and to retain consistency in records management throughout the City, biennial review of the retention schedules is necessary. The City retained the services of Gladwell Governmental Services, Inc. to assist in the records retention schedule review, and update. The new schedules were written interactiveywith representatives from each department to incorporate current practices and provide clear, specific records descriptions and appropriate retention periods. The proposed resolution establishes the Citys retention schedule; provides routine destruction of records; and authorizes minor updates without further Council action. The resolution rescinds the prior resolutions related to the Citys retention schedule. Fiscal Impact: There is no fiscal impact associated with this report; however, savings in storage and labor will be realized. Attachments: 1. Resolution No. 2020-15 Records Retention Schedule