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C - Current (Until Superseded)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.