BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Adopt a Resolution Amending the District Records Retention Schedule.
End
RECOMMENDATION:
Recommendation
Adopt the RESOLUTION AMENDING THE DISTRICT'S RECORDS RETENTION SCHEDULE.
Body
SUMMARY:
State law allows the legislative body of a special district to authorize destruction of records (Government Codes ?60200, 60201). On April 11, 2006, the Board adopted a records retention schedule (Resolution No. 06-24) setting forth the periods for which District records should be retained to meet its operational needs and to comply with legal and other business requirements. The Records Retention Schedule covers District records in any media or format.
Periodically, the records retention schedule needs to be updated to match current organizational structure, legal requirements, and business purposes. Section 3 of Resolution No. 06 24 requires Board approval of subsequent revisions or updates to the schedule that increase or decrease the length of time a record is retained, or that are new record series added to the schedule that carry legal, fiscal, administrative, or historical requirements to the District or the public. Section 4 of Resolution No. 06-24 provides that other revisions, including changes to Office of Record or clarification to descriptions of record series, do not require further action by the Board.
Staff's recommended changes to the Records Retention Schedule are presented to the Board for consideration and approval under this agenda item.
PROPOSED CHANGES:
The proposed changes to the retention schedule and the associated reasons are summarized below. In making these recommendations, staff have consulted the managers who serve as custodians of the record series and confirmed that the proposed revisions would meet the operational needs for their units. The proposed retention periods also would continue to comply with all applicable federal, state, and/or local recordkeeping requirements.
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