HomeMy WebLinkAbout02-143 - Resolutions RESOLUTION NO. 02-143
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA,APPROVING RECORDS
RETENTION SCHEDULE ADDITIONS AND AMENDMENTS FOR
VARIOUS CITY DEPARTMENTS AND DIVISIONS
WHEREAS, it has been determined that the City records listed in Exhibit A, attached,
be retained for the designated periods of time based on their administrative, fiscal, legal and
historical values; and
WHEREAS, staff from the Department/Division responsible for each record series
has reviewed and approved the recommended additions and amendments to the retention schedule
for that Department/Division; and
WHEREAS,the City Attorney's Office has determined that each recommendation is
legally compliant;
NOW,THEREFORE,the City Council of the City of Rancho Cucamonga does hereby
resolve as follows:
SECTION 1: That the proposed additions and amendments to records retention
schedules included in Exhibit "A" attached hereto and made a part
hereof are approved.
SECTION 2: That the City Clerk shall certify to the adoption of this resolution, and
thenceforth and thereafter the same shall be in full force and effect.
PASSED, APPROVED, AND ADOPTED this 15`h day of May 2002.
AYES: Alexander, Biane, Curatalo, Dutton, Williams
NOES: None
ABSENT: None
ABSTAINED: None
i iam J. Ale ndercllavor
Resolution No. 02-143
Page 2 of 4
ATTEST:
L"�" R
D ra J. Ada-n6/CMC, City Clerk
I, DEBRA J.ADAMS,CITY CLERK of the City of Rancho Cucamonga,California,do
hereby certify that the foregoing Resolution was duly passed, approved and adopted by the City
Council of the City of Rancho Cucamonga, California,at a Regular Meeting of said City Council held
on the 15th day of May 2002.
Executed this 16th day of May 2002, at Rancho Cucamonga, California.
A,&,,I �' &"
Debra J. Adams,VVIC, City Clerk
Resolution No. 02-143
Page 3 of 4
EXHIBIT `A'
Records Retention Schedule Additions and Amendments
for the following Departments/ Divisions
City Clerk
6020.2 — Contracts Log
Amend retention by adding a note stating: "Pages will only be
destroyed once all contracts listed on them have been deleted due
to their retention being met."
7011.7 — Commission Applications
An administrative change: move this record series from City
Manager to City Clerk
7020.0—Statements of Economic Interest Log
Amend retention to 7 years to coincide with 7040.8 (Statements of
Economic Interest)
7040.6 — Passport Statistical Logs (new record series)
Definition: Monthly and annual logs detailing passport issuance
activity
Retention: 36 months in the office, then destroy.
Citation: GC 34090/Administrative Decision
1020.6— Passport Appointment Book (new record series)
Definition: Appointment book for passport application services.
Retention: 24 months in the office, then destroy
Citation: Administrative Decision
Resolution No. 02-143
Page 4 of 4
Building and Safetv
8040.1 and 8040.2 — Building Plans
Reduce the retention in the office from 24 months to 12 months before
they are forwarded to the Records Division to be scanned.
Library
7010.9 —Audio Tapes of Library Board Meetings (new record series)
Definition: "Audio tapes of Library Board meetings used for transcription
purposes only, to create the official written minutes of the meetings.
(Considered a duplicate record.)"
Retention: 24 months in office at the end of the Current Year, then tapes
are to be reused.
Citation: GC 34090.7 —Sets forth authorization for destruction of
duplicate records. This includes recordings if the City keeps another
record, such as written minutes, of the event which was recorded.