Records Management and Retention Presented by: Heather Stroud, City - - PowerPoint PPT Presentation

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Presented by: Heather Stroud, City Attorney Susan Blankenship, City Clerk

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Records are any writing or recording that contains information related to the conduct

• f the public's business prepared, owned,

used, or retained by the City regardless of physical form or characteristics.

What is a Record?

Records Management and Retention

“We will reflect the National Treasure in which we live”

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• Blank forms
• Identical copies of documents
• Extra copies of printed or processed materials
• Superseded manuals and other directives
• Materials received from others requiring no action
• Catalogs, trade journals and other publications

What is a Non-Record?

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Record Life Cycle

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Benefits of Records Management

• Meeting the public’s rights to inspect Public Records in

accordance with the California Public Records Act (CPRA)

• Compliance with legal, administrative and fiscal

retention requirements

• Protection of Records vital to City government in the

event of a disaster

• Increased efficiency in information retrieval

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Benefits of Records Management

• Ensuring proper administration of Records not subject

to disclosure

• Identification of Records with research and/or

historical value

• Elimination of duplicate Records filed in several

departments

• Reduce City Liability

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Records Management Responsibilities

City Council

• Sets Policy for overall management of City Records

City Attorney

• Provides legal guidance (federal, state and City regulations)

City Clerk

• Acts as custodian of all City records (delegates day to day)

Department Directors

• Provides effective oversight of City records under their care
• Reviews and signs all records destruction authorization forms

Employees

• Follows City Records Management Policy, and Retention

Schedule

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Considerations for Maintaining City Records

• Is the Record listed on the City’s Retention Schedule?
• What is the primary Office of Record?
• How is the Record usually maintained?

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Records Inventory (Retention) At least Every 3 Years

• Identify any new records
• Confirm correct retention (regulatory references)
• Consider litigation holds
• Complete proper disposition/destruction

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Electronic Mail (E-mail), Text Messages and Social Media City of San Jose v. Superior Court Holdings:

• When a city employee uses a personal account to

communicate about the public’s business, those writings may be subject to the PRA.

• Such records created and stored on personal accounts are

“public records”

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Impacts of San Jose

• City officials and employees may be asked to search

personal accounts

• Email, text messages, social media
• Individuals retain privacy rights to search their own

devices

• Guidance from court

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Communications on Personal vs City Devices and Servers

Records Management and Retention

“We will reflect the National Treasure in which we live”

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Records Destruction

• Destruction Authorization Form Sue
• Attach Destruction Worksheet

• City of South Lake Tahoe Records Management Policy and Retention

Schedule:

http://www.cityofslt.us/DocumentCenter/View/11847/Records-Management- Policy-and-Retention-Schedule?bidId=

• The People’s Business: A Guide to the California Public Records Act:

https://www.cacities.org/Resources/Open-Government/THE- PEOPLE%E2%80%99S- BUSINESS-A-Guide-to-the-California-Pu.aspx

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Records Management and Retention