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CC - Approval of a Resolution Adopting the Records Retention Schedule for the City of Culver City.
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Meeting Date: August 14, 2017
Contact Person/Dept: Jeremy Green, City Clerk
Phone Number: (310 253-5851
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/09/17);
Department Approval: Serena Wright, Director of Administrative Services (05/23/17)
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RECOMMENDATION
Staff recommends the City Council adopt a resolution adopting a Records Retention Schedule for the City of Culver City.
BACKGROUND/DISCUSSION
In 1999, Section 12236 was added to the California Government Code, which states in Section 12236 (a) "The Secretary of State shall establish the Local Government Records Program to be administered by the State Archives to establish guidelines for local government retention and to provide archival support to local agencies in this state." The guidelines were an initial attempt to provide some standards and structure to the local government records management effort. The State retention guidelines were most recently updated in 2006. The City of Culver City has followed the guidelines and required that all additional requests for document destruction, not included in the statewide guidelines, be brought to City Council for approval as well.
In an effort to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law, City Clerk staff selected the expert records management company Gladwell Governmental Services, Inc. to review department needs and create a schedule for records retention.
The decision to create a Culver City specific records retentions ...
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