| | | | | | | | Agenda Item - 4.c.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Lisa L. Kim
| From: | Teresa Pomeroy
| | Dept.: | City Manager
| Dept.: | City Clerk
| | Subject: | Adoption of a Resolution approving a City-wide Public Records Retention and Destruction Manual and Schedule. (Action Item) | Date: | 11/14/2023 |
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| | | | | | | | OBJECTIVE
For the City Council to adopt a Resolution approving the Records Retention and Destruction Manual and Schedule for City-wide public records, and to rescind Resolution No. 9321-15. |
| | | | | | | | BACKGROUND
On September 22, 2015, City Council adopted Resolution No. 9321-15, approving a city-wide retention schedule for public records. On August 13, 2019, Resolution No. 9580-19 was adopted, amending Resolution No. 9321-15, approving a retention schedule for the Garden Grove Fire Department's records to be retained following the approval of contracting with the Orange County Fire Authority (OCFA), thereby making the distinction between records from the former Garden Grove Fire Department to be maintained by the City, and records under the control of OCFA. Also, the current retention schedule does not address financial records since the implementation of the FE system that went live in July 2021. |
| | | | | | | | DISCUSSION
A current and updated retention schedule ensures compliance with Section 34090 of the California Government Code and Federal Law, maximizes organizational efficiency, and provides for a comprehensive resource for City staff as it pertains to the maintenance and destruction of public records in accordance with law. The attached Records Retention and Destruction Manual contains a list of records maintained by each City Department with the recommended retention, which may exceed but not be less than the retention for public records per the State Law, State guidelines, and Federal Law. |
| | | | | | | | FINANCIAL IMPACT
There is no financial impact by this action. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Adopt the attached Resolution rescinding Resolution No. 9231-15 and adopting the 2023 Records Retention and Destruction Manual.
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