Title
Adopt Resolution to:
a. Approve the Record Retention Schedule for the Assessor and the County Clerk/Recorder Department 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 Assessor-County Clerk-Recorder or designee to destroy or cause the destruction of County records in accordance with the approved Records Retention Schedule for the Assessor and the County Clerk/Recorder Department.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors adopt a Resolution to:
a. Approve the Record Retention Schedule for the Assessor and the County Clerk/Recorder Department 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 Assessor-County Clerk-Recorder or designee to destroy or cause the destruction of County records in accordance with the approved Records Retention Schedule for the Assessor and the County Clerk/Recorder Department.
SUMMARY:
On July 1, 2014, the Board of Supervisors adopted a County-wide Records Management Policy. A Board approved Departmental Records Retention Schedule for the Assessor and the County Clerk/Recorder Department 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 Assessor and the County Clerk/Recorder Department produce records for real property transactions, environmental filings, fictitious business statements, and vital records. In Fiscal Year 2013-14, the Assessor's Office processed 16,112 deeds, resolved 480 appeals, and processed 419 building permits. There were 76,017 real property documents records by the County Clerk/Recorder's Office, 3,226 marriage licenses were issued, and 17,649 copies of vital records were processed. The timely scanning, shredding, and recycling of these materials will reduce st...
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