HomeMy WebLinkAbout0011_2_Records Mgmt Program - EX A ResoRESOLUTION NO. 2016-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE,
CALIFORNIA, APPROVING AND ADOPTING THE RECORDS MANAGEMENT
PROGRAM AND RETENTION SCHEDULE
WHEREAS, the City Clerk of the City of Lake Elsinore is the official Custodian of Records
for the City and in that capacity is responsible for the Records Management and Records
Retention program; and,
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and
is not necessary after a certain period of time for the effective and efficient operation of the
government of the City of Lake Elsinore; and,
WHEREAS,Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and,
WHEREAS, the City Council of the City of Lake Elsinore previously adopted Resolution No. 2012-
018, adopting a records retention schedule in 2012.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE DOES HEREBY
RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
SECTION 1: Resolution No. 2012-018 is hereby rescinded.
SECTION 2:The management of records, in the City of Lake Elsinore, shall be maintained per
the policies set forth in the Records Management Program, which shall be maintained and
updated by the City Clerk, City Manager and City Attorney, without further action by the City
Council of the City of Lake Elsinore.
SECTION 3: The records of the City of Lake Elsinore, as set forth in the Records Retention
Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby
authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the
State of California and in accordance with the provision of said schedule upon the request of the
Department Head and with the consent in writing of the City Clerk and City Attorney, without
further action by the City Council of the City of Lake Elsinore.
SECTION 4: With the consent of the City Clerk, City Manager, and City Attorney, updates are
hereby authorized to be made to the Records Retention Schedule without further action by the
City Council of the City of Lake Elsinore.
SECTION 5. The City Council hereby finds and determines that the following definitions apply to
the Records Retention Schedule:
Record – is any paper, map, exhibit, magnetic or paper tape, photographic film and print,
punched car, or other document produced, received, owned or used by an agency,
regardless of physical form or characteristic.
Office of Record – is the department responsible for the safekeeping of the record
identified.
Reso. No. 2016 -
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Retention Period – is the minimum length of time a record must be retained to fulfill its
administrative, operation, fiscal and/or legal function.
SECTION 6. The City Clerk shall certify to the passage and adoption of this resolution and enter
it into the book of original resolutions.
SECTION 7. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED this day of , 20___.
Robert Magee, Mayor Pro Tem
ATTEST:APPROVED AS TO FORM:
Susan M. Domen, MMC Barbara Leibold
City Clerk City Attorney
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF LAKE ELSINORE )
I, Susan M. Domen, MMC, City Clerk of the City of Lake Elsinore, California, do hereby
certify that Resolution No. ______ was adopted by the City Council of the City of Lake
Elsinore, California, at the regular meeting of _________, and that the same was adopted
by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Susan M. Domen, MMC
City Clerk