PURPOSE:

Staff is requesting Council approval of the following resolutions authorizing the destruction of specific records:  a resolution regarding records located in the Records Center and in the custody of the City Clerk; and, a resolution regarding records maintained within department offices and in the custody of the Department Managers.

BACKGROUND:

The City�s Records Management Program is based on State statutes governing public records.  The purpose of the Program is to control utilization, maintenance, retention, preservation and disposition of City records.  One of the objectives of the Program is the regular destruction of records and working papers that are no longer needed for any purpose; administrative, legal, fiscal, historical or research.

ANALYSIS:

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 Council approves.  Two resolutions have been prepared approving the destruction of specific records identified pursuant to the Departmental Records Retention Schedules.  These records are over two years old and are no longer needed, the Department Managers, City Clerk and City Attorney have reviewed the record listings and consented to their destruction; therefore, approval is being requested to destroy these records.

RECOMMENDATION:

It is recommended that the Council adopt the resolutions approving the destruction of records in the custody of the City Clerk or Department Managers.

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