Title
Adopt Resolution to:
a. Approve the Records Retention Schedule for the Emergency Communications Department (ECD) for the storage and/or destruction of County records as set forth by federal and state laws, county codes, and policies; and
b. Authorize the Director of the ECD or designee to destroy or cause the destruction of County records in accordance with the approved Records Retention Schedule for ECD.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors adopt a Resolution to:
a. Approve the Records Retention Schedule for the Emergency Communications Department (ECD) for the storage and/or destruction of County records as set forth by federal and state laws, county codes, and policies; and
b. Authorize the Director of the ECD or designee to destroy or cause the destruction of County records in accordance with the approved Records Retention Schedule for ECD.
SUMMARY:
The Board of Supervisors adopted a County-wide Records Management Policy on July 1, 2014. A Board approved Departmental Records Retention Schedule for the Emergency Communications Department (ECD) will provide authorization for the storage and preservation of records and the prompt destruction of files once the designated retention period has expired.
DISCUSSION:
The ECD produces records for emergency management systems. The dispatch operations of the Emergency Communication Department answered 209,334 emergency calls and 336,818 non-emergency calls during 2013. There were 526,313 law enforcement generated calls and 47,952 fire service calls generated. The timely scanning, shredding and recycling of these materials will reduce storage costs and improve the efficient management of the ECD records.
The ECD has created a Records Retention Schedule to address the retention and destruction of departmental specific files. Other general department records will be retained in accordance with the County-wide Cross Departmental Records Retention Schedule. The p...
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