HomeMy WebLinkAbout06-245 - Resolutions RESOLUTION NO. 06-245
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA,APPROVING RECORDS
RETENTION SCHEDULE ADDITIONS AND AMENDMENTS FOR
THE INFORMATION SYSTEMS (IS) DIVISION OF THE CITY OF
RANCHO CUCAMONGA
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 IS Department responsible for each record series have
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.
Please see the following page
for formal adoption,certification and signatures
Resolution No. 06-245
Page 2 of 3
PASSED, APPROVED, AND ADOPTED this 15`h day of November 2006.
AYES: Alexander, Gutierrez, Michael, Spagnolo, Williams
NOES: None
ABSENT: None
ABSTAINED: None
illiam J. Alex der, Mayor
ATTEST:
A," R at&a�
ebra J. Ad , 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 15`h day of November 2006.
Executed this 16`h day of November 2006, at Rancho Cucamonga, California.
ZAW QC ��
Debra J. AclarnskgIVIC, City Clerk
Resolution No. 06-245
Page 3 of 3
EXHIBIT `A'
Miscellaneous Amendments to
I.S. Division Retention Schedule
I.S. Division Record Title Codes
5010.0 - Nightly Systems Backups
An administrative change: reduce retention for backup tapes from 60 days to
12 days for data recovery purposes: the data is reflected in records which are subject
to retention under other departments' and other record series. The daily backup tapes
are reused in a 12-day rotation
5010.1 - Monthly Systems
The Department would like this changed from a 24-month rotation to a 12-month
rotation. (Backup tapes are reused in a 12-month rotation.)
5010.2 Year-end System Backups
The Department would like this changed from a 24-month retention to a 7 year
retention for fiscal and calendar year-end backups of various City computer systems.
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum
established by statute. (Length of retention based on administrative value of the
records.)
In addition to the changes mentioned previously the MIS Department would like
to add the following items to the Retention Schedule.
5010.3 Weekly Backup Tapes — Retention 6 Weeks
Weekly backup tapes from various City Computer Systems.
5010.4 Quarterly Backup Tapes — Retention 6 Quarters
Quarterly backup tapes from various City Computer Systems.