Title
Approve and adopt the County of Monterey Records Management Policy as presented.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Approve and adopt the County of Monterey Records Management Policy as presented.
SUMMARY:
The approval of the recommended action will establish a framework for the roles and responsibilities of County departments in relation to the management of County records which is important for the efficient administration of county government, to create, receive, maintain, and make available accurate and reliable county records.
DISCUSSION:
This policy has been developed with input from a number of departments, in order to establish a uniform program of responsible recordkeeping applicable to all County departments. Primary considerations in the development of the proposed policy have been provisions of Government Code ??26201-26202.6 and ??26205-26205.8 pertaining to the Board of Supervisors' responsibilities regarding the retention and destruction of County records; Government Code ?12168 et seq. pertaining to establishing standards concerning the management of records; and Government Code ?6250 et seq. pertaining to the availability and accessibility of public records. The proposed policy has also been prepared to be consistent with the Secretary of State Local Government Guidelines, and other applicable laws or regulations.
This policy is intended to meet the goals of establishing basic standards for the transfer and conversion of paper records to other methods of record storage consistent with applicable law; to preserve and protect documents of historical significance and/or archival value; and to saving space, reducing storage costs and staff resources utilized by incorporating the automation provided by utilizing imaging technologies available.
Consistent with the California Secretary of State Guidelines, the essence of the policy is for the County to retain records as long as l...
Click here for full text