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1990-022-Adopting Town-Wide Records Retention Schedule And A Policy For Ongoing Records ManagementRESOLUTION 1990 - 22 RESOLUTION OF THE TOWN OF LOS GATOS ADOPTING A TOWN -WIDE RECORDS RETENTION SCHEDULE AND A POLICY FOR ONGOING RECORDS MANAGEMENT RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara, State of California, that the Town of Los Gatos adopts the attached Records Retention Schedule (ATTACHMENT A) and Records Management Policy (ATTACHMENT B). PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 16th day of January, 1989 by the following vote: COUNCIL MEMBERS: AYES: Joanne Benjamin, Eric D. Carlson Robert L. Hamilton, Brent N. Ventura Mayor Thomas J. Ferrito NAYES: None ABSENT: None ABSTAIN: None SIGNED: eAYOR OF TH OWN OF LOS GATOS GATOS, C IFORNIA ATTEST:` CLERK OF THE TOWN OF L ATOS LOS GATOS, CALIFORNIA MG011690.R2 ATTACHMENT A RECORDS RETENTION WORKSHEET Town of Los Gatos - Inactive Records Page 1 of 4 Suggested Retention Periods Approved Dept. Retention Record Title RSA Head Manager Attorney Periods AFFIDAVITS OF PUBLICATION 10Y R lOY R AGENDA /MINUTE COPIES - TOWN COUNCIL 2Y 5Y R ANNEXATIONS P P APPEALS FILES 10Y R lOY R ASSESSMENT FILES 10Y R lOY R ATTORNEY FILES lOY R 10Y R AUDITS P P BID FILES 2Y 4Y R BUDGET WORKPAPERS 5Y 5Y BUDGETS, P P BUDGETS, PRELIMINARY 5Y 5Y BUSINESS LICENSES 5Y 5Y CHECKS, CANCELED 5Y 5Y CHRON FILES 5Y 5Y R CIVIC CENTER FILES P P CLAIMS FILES 5Y AE 5Y AER COMMISSIONS & COMMITTEES FILES 10Y R lOY R COMMUNITY DEVELOPMENT BLOCK GRANTS 15Y R 15Y R CORRESPONDENCE 5Y 5Y R CORRESPONDENCE & REPORTS 5Y 5Y COUNCIL FILES 10Y R 10Y R COUNTY REFERRALS ICY R lOY R EIR'S lOY R lOY R ELECTION FILES 5Y 5Y FINANCIAL FILES 5Y 5Y --------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration C - Current (Until Superseded) P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where noted. Authorized Signatures ` 4 -c1 _ RSA Dept. Head Manai � ger Att �ey Council Resolution No. Date Date ` Dates " Da e RECORDS RETENTION WORKSHEET Record Title Town of Los Gatos - Inactive Records Page 2 of 4 Suggested Retention Periods Dept. RSA Head Manager Attorney Approved Retention Periods GENERAL PLAN AMENDMENTS C P HISTORICAL DESIGNATION FILES 10Y R P INVOICES, PAID 5Y 5Y JOURNALS 5Y 5Y LABOR NEGOTIATIONS FILES 5Y R 5Y R LABOR NEGOTIATIONS /AGREEMENTS 5Y AE l0Y AER LAW BOOKS C C LEDGER CARDS, GENERAL 5Y 5Y LEDGER CARDS, PAYROLL l0Y l0Y LEDGERS, GENERAL 5Y 5Y LEDGERS, PAYROLL l0Y l0Y LITIGATION FILES 10Y R l0Y R MINUTES, PLANNING COMMISSION P P NEWSCLIPPINGS C C OATHS OF OFFICE 10Y l0Y PAYROLL WORK SHEETS l0Y l0Y PERMITS, BURIAL P P PERSONNEL FILES - EMPLOYEE 25Y 25Y PERSONNEL MANAGEMENT FILES l0Y R 5Y R PLANNING FILES l0Y R 10Y R PLANS & SPECS l0Y R 20Y R PROJECT FILES l0Y R 20Y R PURCHASE ORDERS 5Y 5Y RECEIPTS, DAILY CASH 2Y 2Y RECEIPTS, DEPOSIT 2Y 2Y RECEIPTS, TREASURER 5Y 5Y --------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration C - Current (Until Superseded) P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where noted. Authorized Signatures nn�—/ / 1--� RSA Dept. Head Manager Atto ney Council Resolution No. '� 0 /q0 Date Date Date D e Date RECORDS RETENTION WORKSHEET Record Title RECORDING TAPES - GENERAL RECORDING TAPES - CLOSED SESSION RECRUITMENT FILES REDEMPTION CERTIFICATES REPORTS & STUDIES REPORTS, ACCOUNTS PAYABLE REPORTS, ANNUAL REPORTS, BUDGET REPORTS, CASH RECEIPTS REPORTS, CASH REGISTER REPORTS, FINANCIAL STATUS REPORTS, FIXED ASSETS REPORTS, GENERAL LEDGER REPORTS, MISC REPORTS, MONTHLY REPORTS, PAYROLL REPORTS, PURCHASE ORDER REPORTS, REVENUE REPORTS, REVENUE & EXPENDITURE REPORTS, TREASURER REPORTS, TRIAL BALANCE REPORTS, VENDOR TRANSACTIONS RESOLUTIONS, PLANNING COMMISSION RETIREMENT PLAN FILES REVENUE SHARING FILES SPECIFIC PLAN FILES SUBDIVISION FILES Town of Los Gatos - Inactive Records Page 3 of 4 Suggested Retention Periods RSA --------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration C - Current (Until Superseded) P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where noted. 5Y P 5Y 5Y AE 5Y R 5Y 5Y 5Y 5Y 5Y 5Y C 5Y 5Y 5Y l0Y 5Y 5Y 5Y l0Y 5Y 5Y P 25Y R 15Y R C P Approved Dept. Retention Head Manager Attorney Periods TO BE DETERMINED P 5Y 5Y AE 5Y R 5Y 5Y 5Y 5Y 5Y 5Y C 5Y 5Y 5Y 10Y 5Y 5Y 5Y l0Y 5Y 5Y P 25Y R 15Y R P P Authorized Signatures -N 4n � 7" RSA Dept. Head Manager Attorney Council Resolution No. �3 0 r Date Date Date Date Date RECORDS RETENTION WORKSHEET Town of Los Gatos - Inactive Records Page 4 of 4 Suggested Retention Periods Approved Dept. Retention Record Title RSA Head Manager Attorney Periods TIME SHEETS 5Y 10Y R TRACT FILES P P WORKER'S COMP FILES 10Y R l0Y R ZONING ORDINANCE AMENDMENTS P P ZONING VIOLATIONS FILES lOY R 5Y R ZONING /REZONING FILES lOY R P RETENTION CODE AA - After Audit AE - After Expiration C - Current (Until Superseded) P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where noted. Authorized Signatures RSA Dept. Head Manager ;Q -9 Date Date Date MGRO16;A: \CNCLRPTS \RETENT.DOC Ertbfney Council Resolution No. D'at3o %�C� Date D. Scone The Records Management Program encompasses: All organizational elements and personnel within the Town. All information and records, including technical reference materials and publications, created or received by the Town. E. Responsibilities t. Town Records Management Officer The Town Records Management Officer is appointed by the Town Manager to direct all Records Management related activities throughout the Town. This includes but is not limited to the following: Compliance with this Records Management Policy and its directives and guidelines throughout Town offices. Supervision and operation of the Town Records Center. Maintenance of current Records Control Schedules. Maintenance of the master index for the Uniform Filing System. Continued training of Departmental Records Coordinators. Application of standards for the selection, utilization an procurement of all filing equipment, including the review and approval of requests for equipment purchases. Maintenance of the Vital Records Protection System. The Assistant Town Manager is hereby appointed to serve as the Town Records Management Officer. 2. Records Management Advisory Committee This committee is chaired by the Assistant Town Manager as the Town Records Management Officer. Members of this committee include the Town Manager or representative, the Finance Director, the Town Attorney, the Planning Director, the Town Clerk, and the Information Systems Coordinator. The responsibilities of this committee are: - Development and maintenance of the records management program. - Active support and promotion of the program in all departments. - Periodic audit and review of program performance. - Review and approval of all procedures and guidelines. - Review of records destruction lists and final sign -off. - Appraisal and identification of vital and historical records. 3. Town Records Coordinator The Town Records Coordinator reports to the Town Records Management Officer and is responsible for the day to day operation of the Records Management program. This includes but is not limited to: - Compliance with this Records Management Policy and its directives and guidelines throughout Town offices. - Operation of the Town Records Center. - Maintenance of current Records Control Schedules. - Maintenance of the master index for the Uniform Filing System. 2 Continued training of Departmental Records Coordinators. The selection, and procurement of all filing equipment, including review and approve requests for equipment purchase. Maintenance of the Vital Records Protection System. 4. Departmental Records Coordinators Departmental Records Coordinators are occasional assistants to the Town Records Coordinator. They are expected to be familiar with the concepts and objectives of the records management program, as well as have a working knowledge of current directives and guidelines. They will give guidance to staff members and to their supervisors when necessary. necessary. In matters of records management they receive technical guidance and direction from the Town Records Coordinator. The Town Records Coordinator will maintain a name listing of current Departmental Records Coordinators. 5. Department Heads Each department head is responsible for the effective management of the records in the file station(s) under his /her direction, compliance with this policy, its directives and guidelines. Department heads will appoint a Records Coordinator and an alternate in their respective departments. 6. Staff Members Individual staff members are responsible for keeping the files in their custody in efficient operating condition and in compliance with all applicable directives and guidelines. MGRO16;A: \CNCLRPTS \RCDSPLCV.DOC 01 /08 /90 /1:06Pm /BNJ TOWN OF LOS GATOS - RECORDS MANAGEMENT POLICY PURPOSE To establish a Records Management Program and identify its objectives, scope, organization and functions. To authorize a Records Management Manual for the separate maintenance of all directives and guidelines issued to implement this program. DEFINITION A "record" means all recorded information regardless of form or media. Included are forms, reports, directives, correspondence, legal instruments, engineering drawings, specifications, maps or other documentation regardless of whether recorded on paper, microfilm, magnetic tapes, disks or other media. PROGRAM A. General It is the policy of the Town to effectively manage information and records created or received in all Town offices. To implement this policy a Records Management Program is established. B. Authority California Government Code Section 34090 in particular and all other applicable code sections and statutes concerning the creation, maintenance and disposal of municipal government records apply to all elements of this program. All directives and guidelines issued as part of the Records Management Program are applicable to all organizational elements of the Town. The Records Management Manual, which is hereby authorized and of which this policy statement is the first part, will contain all directives and guidelines pertaining to the Records Management Program. C. Objectives The Records Management Program will ensure that: 1. The policies, decisions and transactions of the Town are fully documented. 2. Information is available when and where needed. 3. Unnecessary creation of records is avoided. 4. Duplication in recordkeeping is minimized. 5. Records are filed to: provide full documentation from one file source whenever practicable facilitate systematic disposition when no longer current 6. Non - current records do not encumber valuable office space and filing equipment. 7. Records are destroyed only in accordance with authorized records control schedules which comply with all applicable laws, regulations and management policies. 8. Records essential for the continuance of operations in the event of a fire or other disaster are adequately protected. 9. Cost effective filing equipment and supplies are used to facilitate good filing practices. 10. Records are created and used in the most efficient way.