Attachment 1RESOLU'T'ION 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: 4L
AYOROF TRFORNIAOWNOF LOS GATOS
LOS GATOS,
ATTEST:
CLERK OF THE TOWN OF L ATOS
LOS GATOS, CALIFORNIA
MG011690.R2
r_y X1440 I& 1:42q rr
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 10Y 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 lOY R 10Y R
COUNTY REFERRALS 10Y R 10Y R
EIR'S lOY R 10Y 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C - Current (Until Superseded)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
RSA Dept. Head
Date Date
Manager
tDate
Att ey
IJ0Igb
DAL e
Council Resolution No.
Date
RECORDS RETENTION WORKSHEET
Record Title
Town of Los Gatos - Inactive Records
Page 2 of 4
Suggested Retention Periods
Approved
Dept. Retention
RSA Head Manager Attorney Periods
GENERAL PLAN AMENDMENTS C P
HISTORICAL DESIGNATION FILES l0Y R P
INVOICES, PAID 5Y 5Y
JOURNALS 5Y 5Y
LABOR NEGOTIATIONS FILES 5Y R 5Y R
LABOR NEGOTIATIONS /AGREEMENTS 5Y AE 10Y AER
LAW BOOKS C C
LEDGER CARDS, GENERAL 5Y 5Y
LEDGER CARDS, PAYROLL l0Y l0y
LEDGERS, GENERAL 5Y 5y
LEDGERS, PAYROLL l0Y 10Y
LITIGATION FILES 10Y R 10Y R
MINUTES, PLANNING COMMISSION P P
NEWSCLIPPINGS C C
OATHS OF OFFICE 10Y 10Y
PAYROLL WORK SHEETS l0Y l0Y
PERMITS, BURIAL P P
PERSONNEL FILES - EMPLOYEE 25Y 25Y
PERSONNEL MANAGEMENT FILES lOY R 5Y R
PLANNING FILES 10Y R 10Y R
PLANS & SPECS 10Y R 20Y R
PROJECT FILES 10Y 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
RSA Dept. Head Manager Atto ney Council Resolution No.
Date Date Date D 6 Date
RECORDS RETENTION WORKSHEET
Record Title
Town of Los Gatos - Inactive Records
Page 3 of 4
Suggested Retention Periods
Dept.
RSA Head Manager Attorney
Approved
Retention
Periods
RECORDING TAPES - GENERAL 5Y TO BE DETERMINED
RECORDING TAPES - CLOSED SESSION P P
RECRUITMENT FILES 5Y 5Y
REDEMPTION CERTIFICATES 5Y AE 5Y AE
REPORTS & STUDIES 5Y R 5Y R
REPORTS, ACCOUNTS PAYABLE 5Y 5Y
REPORTS, ANNUAL 5Y 5Y
REPORTS, BUDGET 5Y 5Y
REPORTS, CASH RECEIPTS 5Y 5Y
REPORTS, CASH REGISTER 5Y 5Y
REPORTS, FINANCIAL STATUS 5Y 5Y
REPORTS, FIXED ASSETS C C
REPORTS, GENERAL LEDGER 5Y 5Y
REPORTS, MISC 5Y 5Y
REPORTS, MONTHLY 5Y 5Y
REPORTS, PAYROLL l0Y l0Y
REPORTS, PURCHASE ORDER 5Y 5Y
REPORTS, REVENUE 5Y 5Y
REPORTS, REVENUE & EXPENDITURE 5Y 5Y
REPORTS, TREASURER l0Y l0Y
REPORTS, TRIAL BALANCE 5Y 5Y
REPORTS, VENDOR TRANSACTIONS 5Y 5Y
RESOLUTIONS, PLANNING COMMISSION P P
RETIREMENT PLAN FILES 25Y R 25Y R
REVENUE SHARING FILES 15Y R 15Y R
SPECIFIC PLAN FILES C P
SUBDIVISION FILES P 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 Attorney Council Resolution No.
5- 1/30/o
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 l0Y R 10Y R
ZONING ORDINANCE AMENDMENTS P P
ZONING VIOLATIONS FILES IOY R 5Y R
ZONING /REZONING FILES 10Y 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 Man`a`ger !#t/bftne Council Resolution No.
Date Date Date Date Date
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ATTACHMENT B
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.
D. Scooe
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
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.
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