Title
Adopt a Resolution to:
a. Approve the County Administration Office’s Records Retention Schedule for the storage, retention and/or destruction of County Records, as set forth by Federal and State laws, County codes, and policies; and
b. Authorize the County Administrative Officer or designee to dispose of County records in accordance with the approved Records Retention Schedule for the County Administration Office.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors adopt a resolution to:
a. Approve the County Administration Office’s Records Retention Schedule for the storage, retention and/or destruction of County Records, as set forth by Federal and State laws, County codes, and policies; and
b. Authorize the County Administrative Officer or designee to dispose of County records in accordance with the approved Records Retention Schedule for the County Administration Office.
SUMMARY:
On July 1, 2014, the Board of Supervisors adopted the Cross Departmental Records Retention Schedule, a County-wide policy. A Board-approved Records Retention Schedule for the County Administration Office will provide authorization for the storage, preservation and disposition of records that are specific to the County Administration Office’s processes.
DISCUSSION:
The County Administration Office’s Records Retention Schedule addresses the retention and destruction of files specific to the County Administration Office which includes Administration, Finance, Budget & Analysis, Office of Community Engagement & Advocacy and Intergovernmental & Legislative Affairs Divisions. This policy was developed using Government Code § 26201-26202.6 relating to the responsibilities of the Board of Supervisors regarding the retention and destruction of County records. General department records will be retained in accordance with the County-wide Cross Departmental Records Retention Schedule. The proposed Records Retention Schedule for the County Administration Office explains retention periods for both electronic documents and hard copy documents that are specific to the processes in County Administration Office. The proposed Records Retention Schedule for the County Administration Office is in accordance with Federal and State laws, as well as County policies and codes.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the proposed Records Retention Schedule.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Foster innovation in order to improve efficiency and effectiveness of County services.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
FINANCING:
There is no financial impact expected with this recommendation.
Prepared by: Rosalba Johnson, Executive Assistant to the CAO x5113
Approved by: Charles J. McKee, County Administrative Officer, x5113
Attachments:
Attachment A - Resolution
Attachment B - Exhibit A - County Administration Office Department Records Retention
Schedule
Attachment C - Monterey County Cross Departmental Records Retention Schedule
Attachment D - Monterey County Records Management Policy
(Copies on file with the Clerk of the Board)