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CC RESOLUTION 4291RESOLUTION NO. 4291 A RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE FOR CITY DOCUMENTS. BE IT RESOLVED by the Council of the City of El Segundo as follows SECTION 1. The City Council finds as follows A Keeping and maintaining public records that are unnecessary or duplicative results in the consumption of significant public resources including money, time, and space, B Government Code §§ 34090, et seq establish methods by which the City may approve the destruction of unneeded documents, C It is in the public interest to reduce the City's cost for storing documents while, at the same time, ensuring that the City preserves those records that are required to conduct City business. SECTION 2 As used in this Resolution, "record" has the same definition as set forth in Government Code § 6252. SECTION 3 Pursuant to Government Code § 34090, the City Council approves the records retention schedule in attached Exhibit "A," which is incorporated by reference, and authorizes the City Clerk to dispose of records according to the time intervals listed in that schedule upon the request of the City Manager, or designee, and the written approval of the City Attorney SECTION 4 Notwithstanding the records retention schedule adopted by this Resolution, the City Clerk may, upon complying with the provisions of Government Code § 34090 5, dispose of documents in any legal manner without the further approval of the City Council or City Attorney SECTION 5 Upon destroying any documents in accord with this Resolution, the City Clerk is directed to complete a certificate verifying the destruction of such records and file the certificate with the City's official records SECTION 6 The City Clerk is directed to certify the adoption of this Resolution, record this Resolution in the book of the City's original resolutions, and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting. SECTION 7 This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded Page 1 of 2 PASSED AND ADOPTED this 17 day of i e, 2002 Mike Gordon, Mayor STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five, that the foregoing Resolution No. 4291 was duly passed and adopted by said City Council, approved and signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 1 7th day of December 2002, and the same was so passed and adopted by the following roll call vote AYES Gordon, Jacobs, Gaines, McDowell, Wernick NOES- None ABSENT: None ABSTAIN None ATTEST CindyCmdy Mo�sen, City Clerk APPROVED Mark D Hen Assistant Page 2 of 2 *c -V MM0r X00 OW -0 0 fD *CM x:I� m n N:1 Ot 0 0 0 0 ... p O N 0 O N O N3a 'a0NOM D°ODN paN n0 0a c <a a D a x O-u 0 »Cp ....d0OBw N ya �nDa0 o m N n c O �D N v D C) W.) 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(D / J § m CD k EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT `t Z9 Q MEETING DATE: December 17, 2002 AGENDA HEADING: Consent Agenda Consideration and possible action regarding proposed resolution adopting Records Retention Schedule for the City Clerk's Department, Police Department and City Attorney's Office RECOMMENDED COUNCIL ACTION. (1) Adopt Resolution, (2) alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: In July of last year, El Segundo selected Diane R Gladwell, CIVIC to develop retention schedules for the City This was needed to efficiently implement the document imaging system, reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law The new retention schedules were written interactively with departments implementing document imaging in the first phase of the project They provide clear, specific records descriptions and retention periods and apply current law and technology to management of El Segundo's records By identifying which department is responsible for maintaining the original records and by establishing clear retention periods for different categories of records, El Segundo will realize significant savings in labor costs, storage costs, free fling cabinet and office space and realize operational efficiencies The appropriate Department Head, the City Clerk and the City Attorney have reviewed and approved the Records Retention Schedules ATTACHED SUPPORTING DOCUMENTS. Resolution adopting Records Retention Schedule FISCAL IMPACT NONE ORIGINATED BY. DATE: Cindy Mortesen, City Clerk e"l S-uU Jack Wayt, Police Chief Mark Hensley, City Attorn � ��� — l0 REVIEWED BY DATE. Mary Strenn, Ci nager /p /4Z 7 V Ll 4 RESOLUTION NO. _ A RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE FOR CITY DOCUMENTS. BE IT RESOLVED by the Council of the City of El Segundo as follows- SECTION I • The City Council finds as follows: A. Keeping and maintaining public records that are unnecessary or duplicative results in the consumption of sigmficant public resources including money, time, and space, B Government Code §§ 34090, et seq establish methods by which the City may approve the destruction of unneeded documents; C. It is in the public interest to reduce the City's cost for storing documents while, at the same time, ensuring that the City preserves those records that are required to conduct City business. SECTION 2• As used in this Resolution, "record" has the same definition as set forth in Government Code § 6252. SECTION 3 Pursuant to Government Code § 34090, the City Council approves the records retention schedule in attached Exhibit "A," which is incorporated by reference, and authorizes the City Clerk to dispose of records according to the time intervals listed in that schedule upon the request of the City Manager, or designee, and the written approval of the City Attorney SECTION 4 Notwithstanding the records retention schedule adopted by this Resolution, the City Clerk may, upon complying with the provisions of Government Code § 34090 5, dispose of documents in any legal manner without the further approval of the City Council or City Attorney SECTION 5 Upon destroying any documents in accord with this Resolution, the City Clerk is directed to complete a certificate verifying the destruction of such records and file the certificate with the City's official records SECTION 6 The City Clerk is directed to certify the adoption of this Resolution, record tlus Resolution in the book of the City's original resolutions, and make a minute of the adoption of the Resolution in the City Council's records and the minutes of this meeting SECTION 7• This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded Page I of 2 C43 N U 01 d a } W Z e`w Q U Ill J D W V Z 0 Z FW- W lz U) 0 0 0 It 0 M t V N CL O 2 T - `oOE`y' m T o 0 . 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