HomeMy WebLinkAbout2020-016 - ResolutionRESOLUTION NO. 2020-016
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
CUCAMONGA, CALIFORNIA, DECLARING A TRUSTED SYSTEM FOR
THE MANAGEMENT OF CITY AND FIRE PROTECTION DISTRICT
OFFICIAL RECORDS
WHEREAS, Section 34090, et seq, of the Government Code of the State of California provides the
parameters whereby any City Record which has served its purpose and is no longer required may be destroyed,
including the requirement that certain Records be reproduced on a "Trusted System," as defined in California
Government Code Section 12168.7, prior to destruction; and
WHEREAS, California Government Code Section 12168.7 provides uniform statewide standards for
storing documents in electronic medium; and
WHEREAS, the Secretary of State has adopted Trustworthy Electronic Document or Record
Preservation regulations, located in Chapter 15, Division 7, Title 2 of the California Code of Regulations, which
govern the recording, storing and reproducing of Records in electronic media where the intent is to destroy the
original hardcopy and maintain the electronic copy as the official Record; and
WHEREAS, a Trusted System provides for secure storage of electronic original records, does not
permit unauthorized additions, modifications, or deletions to a document, and requires at least one true
copy is stored into electronic media, and shall be kept in a safe and separate location for security
purposes;and
WHEREAS, Laserfiche is the City and Fire Protection District's official Electronic Document
Management System repository for official electronic records including agenda packets, minutes, ordinances,
resolutions, building and planning documents; and
WHEREAS, the City Clerk's Office/Records Management Department and Department of Innovation
and Technology have worked together to ensure the City's document management system, and all records
stored within the system, are kept in accordance with the State's Trusted System requirements and the
Trustworthy Electronic Document or Record Preservation regulations; and
WHEREAS, Laserfiche is backed up onsite and then a copy is backed up in a cloud infrastructure, stored
and preserved in a separate and safe location in a format that cannot be altered; and
WHEREAS, The City's Records Retention Schedules, established Records Management procedures
and processes, and Laserfiche technology establish the City of Rancho Cucamonga's Trusted System.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND
AND RESOLVE AS FOLLOWS:
Laserfiche, the City and Fire Protection District's Electronic Document Management System (EDMS)
constitutes a Trusted System in accordance with state law.
Resolution No. 2020-016 - Page 1 of 2
PASSED, APPROVED and ADOPTED this 1st day of April, 2020.
L. Dennis Michael, Mayor
ATTEST:
Janice C. Reynolds, City Clerk
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO ) ss
CITY OF RANCHO CUCAMONGA )
1, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the
foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho
Cucamonga, at a Regular Meeting of said Council held on the 1st day of April 2020.
AYES: Hutchison, Kennedy, Michael, Scott, Spagnolo
NOES: None
ABSENT: None
ABSTAINED: None
Executed this 2 nd day of April, 2020, at Rancho Cucamonga, California.
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Resolution No. 2020-016 - Page 2 of 2