HomeMy WebLinkAboutRES-98-5909 (RECORDS RETENTION)a
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'1 RESOLUTION NO.98-5909
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2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA
BEACH, CALIFORNIA, AUTHORIZING RETENTION SCHEDULE NO.2 FOR
3 THE MAINTENANCE AND DISPOSITION OF CITY RECORDS
4 WHEREAS, the keeping of numerous records is not necessary after a certain period of
5 time for the effective and efficient operation of the government of the City of Hermosa Beach;
6 WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City
7 records will assist City departments in the effective management of records, as well as provide
8 for the efficient review of records presented for destruction; and
9 WHEREAS, Section 34090 et seq. of the Government Code of the State of California
10 provides the parameters whereby any city record which has served its purpose and is not longer
11 required may be destroyed.
12 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HERMOSA
13 BEACH, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS
FOLLOWS:
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SECTION 1. That the attached Records Retention and Disposition Schedule,
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entitled Schedule No. 2, which is attached hereto and incorporated herein by this reference, is
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hereby approved.
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SECTION 2. That the types of records generated or received by the City of
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Hermosa Beach, California, as listed in Schedule No. 2, are hereby authorized for disposition as
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outlined in that schedule, in accordance with Section 34090 et seq. of the Government Code of
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the State of California, upon the written consent of the City Clerk and the City Attorney, without
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further action of the City Council of the City of Hermosa Beach, California. That upon said
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written consent, the head of a City department may destroy any City record, document,
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instrument, book or paper, under his or her charge, without making a copy thereof, after the
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same is no longer required. This resolution does not authorize the destruction of permanent
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records set forth in Government Code Section 34090, which include: a) records affecting the
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title to real property or liens thereon; b) departmental court records on any subject where
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litigation is pending; c) records required to be kept by statute; d) records less than two years
old; e) the minutes, ordinances or resolutions of the legislative body or of a City board or
commission. The review by the City Clerk and City Attorney shall include the determination that
the subject records no longer have any administrative value, legal value, evidential value, fiscal
value or research and historical value.
SECTION 3. That the destruction of any record as provided for herein shall be
by disposal, recycling, shredding or other effective method of destruction, as approved by the
City Clerk. All records of a sensitive or confidential nature shall be shredded under the direct
supervision of the City Clerk, the department head, or, in the case of police records, under the
direct supervision of the Police Records Manager.
SECTION 4. That the term "record" or "records," as defined in Government I
Code Section 14741 and as used herein, shall mean all papers, maps, exhibits, magnetic or paper
tapes, photographic films and prints, punched cards, and other documents produced, received,
owned or used by the City, regardless of physical form or characteristics; that the term "public
records," as defined in Government Code Section 6252 and as used herein, shall include any
writing containing information relating to the conduct of the public's business prepared, owned,
used or retained by the City regardless of physical form or characteristics; and that the term
"writing," as defined in Government Code section 6252 and as used herein, shall mean
handwriting, typewriting, printing, photostatting, photographing and every other means of
recording upon any form of communication or representation, including letters, words, pictures,
sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes,
photographic films and prints, magnetic or punched cards, discs, drums and other documents.
SECTION 5. That any records not specified in the Schedule No. 2 shall not be
destroyed without the express approval of the City Attorney and a resolution acted upon by the
City Council.
SECTION 6. That on each occasion a department head requests the destruction
of records, such request shall be made on a "Request for Destruction of Records" form (see
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attached sample identified as Exhibit "A") This form shall include the finding that all of the
records are more than two years old and/or have been retained for the minimum retention period
as specified in this resolution. This form shall include the determination that the records no
longer have any administrative, legal, evidential, fiscal or research and historical value. This form
shall also indicate that it includes or has attached to it a detailed list of all of the records with a
description sufficient for identification, including the year of the record, the office of record,
numerical code from the retention schedule and category, and specific description of records.
The City Clerk and the City Attorney shall authorize the destruction of records on a "Destruction
List Approval" form (see attached sample identified as Exhibit `B"). This form shall include the
determination that the records no longer have any administrative, legal, evidential, fiscal or
research and historical value. This form shall also indicate that attached to it is the "Request for
Destruction of Records" form and the detailed list of records submitted by the department head.
A "Certificate of Destruction" form (see attached sample form identified as Exhibit "C") shall be
completed when the records have been destroyed. This form shall stipulate the date of
destruction, the destruction method used and who supervised the destruction. All three forms
shall be maintained as permanent City records in the City Clerk's office. While the attached
sample forms may be changed periodically and may even be consolidated, each of them shall
retain the titles shown and shall contain the required information specified in this section.
SECTION 7. The Records Retention and Disposition Schedule shall be reviewed
on an annual basis by the individual department heads, who shall then forward their
recommendations concerning updates to the City Clerk for review. The review process shall
include a legal analysis with regard to any changes in the various statutes. Following a thorough
review, the City Clerk shall present the entire schedule with any recommended changes to the
City Council for approval.
SECTION S. Pursuant to Government Code Section 6200, relating to offenses
by official custodian, every officer having the custody of any record, map or book, or of any
paper or proceeding of any court, filed or deposited in any public office, or placed in his or her
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hands for any purpose, is punishable by imprisonment in the state prison for two, three or four
years if, as to the whole or any part of the record, map, book, paper or proceeding, the officer
willfully does or permits any other person to do any of the following: a) steal, remove or
secrete; b) destroy, mutilate or deface; or c) alter or falsify. Pursuant to Section 6201, relating
to offenses by persons other than custodial officers, every person not an officer referred to in
Section 6200, who is guilty of any of the acts specified in that section, is punishable by
imprisonment in the state prison, or in a county jail not exceeding one year, or by a fine not
exceeding one thousand dollars ($1,000), or by both such fine and imprisonment.
SECTION 9. That Resolution No. 95-5770, which authorized Schedule No. 1,
and all other previously adopted resolutions pertaining to the retention of records or the recycling
of tapes that are used to record meetings of the City Council and any Board, Commission or
Committee of the City are hereby rescinded.
SECTION 10. That this resolution shall be in full force and effect immediately
upon its passage and adoption thereof.
SECTION 11. That the City Clerk shall certify to the passage and adoption of this
Resolution, shall cause the same to be entered into the book of original Resolutions of the City,
and shall make a minute of said passage and adoption thereof in the records of the proceedings of
the City Council of said City in the 'nutes of the meeting at which the same is passed and
adopted.
PASSED, APPR ND ADOPTED ON THIS
NT of the City Council and MAYOR of the
ATTEST:
4
E DAY OF APRIL, 1998.
of Hermosa Beach
APPROVED AS TO
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
CITY OF HERMOSA BEACH
I, Elaine Doerfling, City Clerk of the City of Hermosa Beach, California,
do hereby certify that the foregoing Resolution No. 98-5909 was duly and
regularly passed, approved and adopted by the City Council of the City of
Hermosa Beach at a Regular Meeting of said Council at the regular place thereof
on April 14, 1998.
The vote was as follows:
AYES: Benz, Bowler, Oakes, Reviczky, Mayor Edgerton
NOES: None
ABSTAIN: None
ABSENT: None
Dated: April 15, 1998
Elaine Doerfling, CoClerk
SAMPLE FORM - EXHIBIT "A"
REQUEST FOR DESTRUCTION OF RECORDS
Listed below and/or attached is a detailed list of records for which I am requesting destruction. The list
includes a description of each record sufficient for identification, including the year and the office of
record, the numerical code from the retention schedule and category and specific description of records.
Unless otherwise directed, the method of destruction proposed is
I hereby certify that the records listed below and/or attached are more than two years old and/or have been
retained for the minimum retention period specified in Resolution No. 98- . I further certify that the
records fisted no longer have any administrative, legal, evidential, fiscal or research and historic value and
do not affect the title to real property or liens thereon, are not court records, are not, to my knowledge,
required to be kept further by a statute, are not the minutes, ordinances or resolutions of the legislative
body of the City or of any City Board or Commission, and are no longer required by the City. I request
authority to destroy same pursuant to Section 34090 of the California Government Code.
office Year Year Required Allowable
Box No. Record Categga Code No. of Record Issued Expired Retention Destruction Date
1 Dog Licenses 210 AC 1991 1992 VAE 1998
(FOR EXAMPLE)
Department Head Signature
Department
Date
SAMPLE FORM - EXHIBIT "B"
DESTRUCTION LIST APPROVAL
Attached is a Request for Destruction or Records submitted by
(Department Head) of the Department dated
requesting authorization to destroy the records described in the detailed list which is included
with the (attached) request.
Pursuant to Hermosa Beach City Council Resolution No. 98- , the types of records listed in
the City's current records retention schedule (Schedule 2) are authorized for disposition as
outlined in that schedule upon the written consent of the City Clerk and the City Attorney,
without further action of the City Council. The review by the City Clerk and the City
Attorney must include the determination that the records requested for destruction no longer
have any administrative value, legal value, evidential value, fiscal value, or research and
historical value. The resolution also provides that the destruction of any record shall be by
disposal, recycling, shredding or other effective method of destruction, as approved by the
City Clerk. All records of a sensitive or confidential nature must be shredded, under the direct
supervision of the City Clerk, the department head, or, in the case of police records, the Police
Records Manager.
I have reviewed the list of records described in the attached request for destruction and have
found the listed records to be in compliance with the established retention requirements. I
have also determined that the subject records no longer have any administrative, legal,
evidential, fiscal, or research and historical value. I hereby consent to their destruction and to
the department -proposed method of destruction unless otherwise noted below.
City Clerk Date
I have reviewed the list of records described in the attached request for destruction and have
found the listed records to be in compliance with the established retention requirements. I
have also determined that the subject records no longer have any administrative, legal,
evidential, fiscal, or research and historical value. I hereby consent to their destruction.
City Attorney
Date
SAMPLE FORM - EXHIBIT "C"
CERTIFICATE OF DESTRUCTION
I hereby certify that the destruction of the records described in the attached list was
approved by the Hermosa Beach City Clerk on (date) and by the
City Attorney on (date) pursuant to the authority provided by the
Hermosa Beach City Council in Resolution No. 98- The approved method of
destruction for these records is
City Clerk
Date
I hereby certify that, pursuant to the foregoing authority, the records described in the
attached list as requested by the Department were destroyed
on (date) I further certify that the method of destruction
used was and that I,
, as the department head or his/her designee, supervised the
destruction of said records.
Signature Title
Date
This certification must be completed and signed by the person supervising the destruction
of records and the original form must be filed with the City Clerk to be maintained as a
permanent record attached to the original Request for Destruction of Records and
Destruction List Approval forms.
City of Hermosa Beach
RECORDS RETENTION SCHEDULE 2
Code Explanations
Office of Record
= The department(s) or division(s) responsible for preserving original records
within the records series until retention requirements have been met.
The following codes are used in the first column (Office of Record) of the retention schedules:
Agen =
Other Agencies. These documents are not public records for the City of Hermosa
Beach. The originating agency is responsible for their preservation in accordance
with legal requirements. These documents may be destroyed by the City whenever
they are no longer useful for reference purposes.
AC =
Animal Control (Police Department)
B&S =
Building & Safety (Community Development Department)
BL =
Business Licensing (Finance Department)
CA =
City Attorney
CC =
City Clerk
CM =
City Manager
CR =
Community Resources
DP =
Data Processing (City Manager's Office)
Dept =
Any department having original records for the records series
Fin =
Finance
FD =
Fire Department
PE =
Parking Enforcement (Police Department)
Pen =
Personnel
Plan =
Planning (Community Development Department)
PD =
Police Department
PW =
Public Works
RM =
Risk Management
The following codes are used to describe retention requirements:
C =
While current or until completed
D =
Until disposition
E =
Until expiration
P =
Permanent
S =
Until superseded or settled
T =
Until terminated
AC =
After completion
AD =
After disposition
AE =
After expiration
AP =
After paid
AS =
After settled or superseded
AT =
D/R =
After termination
Destroy when no longer required or relevant. These records either (1) are not
considered to be public records or (2) are other -agency information for which the
originating agency has the responsibility for preservation.
19 2, 39 etc. =
Number of years (unless otherwise specified) after date of document creation
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