Laserfiche WebLink
DATE: <br />TO: <br />FROM: <br />SUBJECT: <br />MEETING DATE:4/20/09 <br />ITEM NO:'t <br />COUNCIL AGENDA REPORT <br />March 31,2009 <br />MAYOR AND TOWN COUNCIL ~ <br />GREG LARSON,TOWN MANAGER.~ <br />ADOPT RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS <br />ADOPTING A RECORDS RETENTION SCHEDULE,AND RESCINDING <br />RESOLUTIONS 1984-196,1985-169,1988-159,1994-65,1990-22 AND 2007-075. <br />RECOMMENDATION: <br />Adopt resolution of the Town Council of the Town of Los Gatos adopting a records retention schedule, <br />and rescinding resolutions 1984-196,1985-169,1988-159,1994-65,1990-22 and 2007-075. <br />BACKGROUND: <br />All governmental agencies have public records that must be kept or destroyed by law under an approved <br />record retention schedule.A public record includes any form of documentation,regardless of the format <br />of media it is stored in or on,including paper,microfiche,optical image,disks,etc.California <br />Government Code Section 34090 requires the retention of most public records for a minimum of two <br />years.Cities may allow the destruction of public records thereafter according to a record retention <br />schedule. <br />The Town of Los Gatos general record retention schedules were last updated in 1989.There have been <br />subsequent amendments related only to police records,resulting in a complicated patchwork of retention <br />policies.Also,there have been changes in state law regarding retention of public documents,advances <br />in document management technology,and the evolution of new types of documents.In addition,the <br />volume of documents maintained by the Town has grown considerably,resulting in significant <br />document management and storage costs.This report presents staff recommendations to address these <br />issues affecting the Town's record retention practices. <br />{:{t,C/w le-J.ti'.(6 k-Q <br />PREPARED BY:Pamela Jacobs,Assistant Town Manager <br />C:\DOCUME-l\PJACOB-l.LOS\LOCALS-l\Temp\XPgrpwise\CoullcilReportRETENTION4.09FINAL.doc <br />Reviewed by:__Assistant Town Manager Town Attorney <br />__Clerk Administrator __Finance __Community Development