HomeMy WebLinkAboutA- 4 Schedule and Policy for Records Retention and Destruction Obsolete Records AZUSA
AGENDA ITEM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: SONIA CARVALHO, CITY ATTORNEY�
VIA: RICK COLE, CITY MANAGER /'�"4/J
DATE: FEBRUARY 13, 2003
SUBJECT: SCHEDULE AND POLICY FOR RECORDS RETENTION AND DESTRUCTION OF OBSOLETE
RECORDS
RECOMMENDATION:
The City Attorney recommends that the City Council adopt the proposed resolution regarding the"Records Retention
Schedule For Cities"and the"City of Azusa Police Department Records Retention and Destruction Policy"to use as
guidelines for the retention and destruction of general City and Police Department records which have become
obsolete.
BACKGROUND:
The regulations for retaining and eventually destroying public records which have become obsolete are governed by
various State and federal statutes. Keeping track of the time periods for retaining specific records can be frustrating.
To assist the City in complying with the necessary legal requirements for records retention,the City Attorney
previously prepared a"Records Retention Schedule for Cities"(the"Schedule")which was approved by the Council
on April 16, 2001, although not formally adopted by resolution. The Schedule provides guidelines for City staff
regarding the retention and destruction of general City records which have become obsolete.
Because of the numerous types of documents pertaining to law enforcement,the schedule did not include categories
of records specific to the Azusa Police Department. For this reason,the Police Department desired to establish a
retention and destruction policy pertaining to law enforcement records and the various retention periods required
under the law for such records. To this end,the City Attorney assisted Police Department staff in preparing the"City
of Azusa Police Department Records Retention and Destruction Policy"(the"Policy").
Both the Schedule and Policy detail the legal retention period for specific records maintained by the City and Police
Department, as well as the recommended retention period for these records. The Schedule and Policy also include
references to statutes which set forth the retention periods for City and Police Department records. This information
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will assist staff in tracking future changes in the law and updating tide retention requirements when necessary.
To implement the Schedule and Policy,the City Attorney has drafted the attached resolution which adopts both the
Schedule and Policy. The resolution also provides the City Manager and Police Chief with ongoing authority
regarding destruction of obsolete records under the provisions of Government Code section 34090.
FISCAL IMPACT:
None.
Attachment: Resolution
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