AgdaPkt 2010-04-26 - Laserfiche WebLink

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6.3A n....,....... ... -~- ,REPORT To the Honorable Mayor and City Council from the City Clerk April 26, 2010 SUBJECT Update Records Management Program for the City of Redwood City RECOMMENDATION Approve a Resolution updating the Records Management Program for the City of Redwood City BACKGROUND The City of Redwood City uses a standardized centralized records management program led by the City Clerk Department. As the official keeper of city records this department is responsible for the storing, retrieval, management, imaging and filing of official records. The 'system follows a Municipal Uniform Filing Format (MUFFs) with a specific retention schedule. Once a year, the City Clerk Department leads a citywide records destruction program that allows space to be created at an off-site warehouse and obsolete records to be purged. Currently, there are over 2,500 boxes with records at the off-site facility. The last time this schedule was updated via Council Resolution 12841, was in January 2005. Since then no other updates to the City of Redwood City Records Management Program have been proposed to the City Council. As different records and media come into play and the space where staff keeps official city records is finite, it is important to update this schedule. Mainly this is necessary in order to add records that should be on the list and to bring to current standards the retention period for each record on the list. As records become imaged it is easier to reduce retention periods for certain non- permanent records. ALTERNATIVES The City Council may choose to keep an obsolete records retention schedule and forego updating the resolution setting the records management program for the City of Redwood City. Ro~:j,b~ms Ob q~ Interim City Attorney 1