Title
a. Adopt the restated County Records Retention, Storage and Disposition Policy (also known as O-15 in the Board Policy Manual <https://www.countyofmonterey.gov/government/board-of-supervisors/board-policy-manual>); and
b. Adopt the updated Countywide Records Retention Schedule (located under “Related Policy Documents <https://www.countyofmonterey.gov/government/board-of-supervisors/related-policy-documents>”).
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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 record retention schedules, staff should analyze whether the document serves a “purpose for posterity.” If the document serves no purpose, the document is not a record and may be deleted immediately. If the document serves a purpose for posterity, then the document should be retained for two years.
The record retention period also does not change how the County treats “Digital Communications Media” such as emails and chats. This policy does not establish a specific retention period for emails, chats, or other Digital Communications Media. Instead, the content of the document determines the appropriate record retention period.
Storage
The majority of the changes to the policy exist in the storage element of the policy. Staff provided updates to storage and disposition guidance to align the policy with current local, State and industry best practices. The County’s Records Retention Center remains the preferred option for storage of County records. The updated policy also provides guidance to departments maintaining their own records due to logistical or other factors.
Next Steps
Following adoption of the policy and schedule, County Counsel, Facilities, and ITD will begin trainings with departments to operationalize the new policy and answer staff questions.
OTHER AGENCY INVOLVEMENT:
The County Administrative Office, PWFP, and ITD. The Office of County Counsel has reviewed and approved this action as to form.
FINANCING:
The County Administrative Office manages the Board Policy Manual. Approval of the recommendation will not result in additional general fund contributions.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Strategic Initiative Policy Areas integrate with the Board Policy Manual Policies.
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Shane Strong, Deputy County Counsel, Ext. 3558
Approved by: Susan K. Blitch, County Counsel, Ext. 5161
Attachments:
1. County Records Retention, Storage and Disposition Policy (also known as O-15)
2. Countywide Records Retention Schedule (clean)
3. Countywide Records Retention Schedule (redline)