PURPOSE:

Staff is requesting City Council approval of two proposed resolutions authorizing the destruction of specific records.  One resolution concerns records located in the Records Center and in the custody of the City Clerk.  The other resolution concerns records maintained within department offices and are in the custody of the Department Managers. in the custody of the City Clerk and/or in the custody of the Department Managers.

BACKGROUND:

The Records Management Program for the City of Burbank is based on state statutes governing public records.  The purpose of the Records Management Program is to control utilization, maintenance, retention, preservation, and disposition of City records.  Two of the objectives of the Program are the preservation of records with long‑term or permanent value and the regular destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical, or research purposes.

ANALYSIS:

Two resolutions have been prepared approving the destruction of specific records.  In compliance with the City's Departmental Records Retention Schedules, these records are over two years old and are no longer needed. 

California Government Code Section 34090 provides for the annual destruction of municipal records that are no longer needed, if:

                        - they are at least two years old,

                        - the City Attorney consents to their destruction,

                        - and the City Council approves.

The Department Managers, the City Clerk, and the City Attorney have reviewed the listing and consented to this destruction in accordance with California Government Code Section 34090.  These records are being presented at this time for City Council approval.

RECOMMENDATION:

It is recommended that the City Council adopt both resolutions approving destruction of records.

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