Title
a. Adopt the restated County Records Retention, Storage and Disposition Policy (also known as O-15 in the Board Policy Manual
); and
b. Adopt the updated Countywide Records Retention Schedule (located under “Related Policy Documents ”).
Body
RECOMMENDATION:
It is recommended that the Board of Supervisors :
a. Adopt the restated County Records Retention, Storage and Disposition Policy;
b. Adopt the updated Countywide Records Retention Schedule; and,
c. Provide direction to staff as appropriate.
SUMMARY:
On July 1, 2014, the Board of Supervisors of the County of Monterey first adopted Board Policy O-15. At that time, the policy was titled “Information Technology County Records Management” policy. The Board also adopted the “Cross Departmental Records Retention Schedule.” From time to time, the Board has updated the “Cross Departmental Records Retention Schedule.”
Since 2014, there has been a proliferation of “Digital Communications Media” (defined in Article III of the Policy). The State has also promulgated several changes to retention periods, particularly focusing on law enforcement agencies. Also, the goals of the previous policy remain unrealized and operationally impossible to complete.
Therefore, Public Works, Facilities and Parks (PWFP) Record Retention staff, the Information Technology Department (ITD), and the Office of County Counsel have worked on restructuring the County’s Record Retention policy over the course of multiple years.
Records Retention and Disposal
The fundamentals of record retention practice remain the same. County staff should always check the Countywide Records Retention Schedule before deleting any document. Next, staff should check their own department-specific record retention schedule. If there is no specific retention period in the...
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