BOARD MEETING DATE: October 2, 2009
AGENDA NO. 22

PROPOSAL:

Adopt Resolution Amending Records Retention Schedule

SYNOPSIS:

State law authorizes the governing body of a local district to approve a records retention schedule that classifies district records and establishes a standard protocol for the disposition or destruction of records. The Governing Board adopted the District’s Records Retention Policy and Records Retention Schedule in 2005. Pursuant to the Policy, District staff has conducted a periodic review of the current Policy and the Schedule, and is proposing changes to records categories and retention periods in the Records Retention Schedule.

COMMITTEE:

Administrative, September 18, 2009, Recommended for Approval

RECOMMENDED ACTION:

Adopt the attached resolution amending the District’s Records Retention Schedule, as reflected in the attachment to the resolution.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

California Government Code section 60201 authorizes the District to adopt and comply with a records retention schedule that classifies all of the District's records by category and establishes a standard protocol for destruction or disposition of records (Gov't Code section 60201(b)(2)). On May 6, 2005, the Governing Board adopted the District’s Records Retention Policy and the Records Retention Schedule. All AQMD records and information must be retained and disposed of in accordance with the retention periods specified in the AQMD’s Records Retention Schedule, and pursuant to the Records Retention Policy and procedures. The Records Retention Schedule was amended by the Governing Board in 2007 after a periodic review was conducted.

Pursuant to the Records Retention Policy and the Records Retention Schedule, Records Retention Coordinators have been appointed by each department. These coordinators are responsible for the implementation of the Records Retention Schedule and for evaluating the effectiveness of existing retention schedules. As a result of these efforts, the AQMD’s storage and inventory of records is managed effectively and efficiently.

In accordance with the Records Retention Policy, the District Counsel’s Office, in coordination with the Information Management Division and the Records Retention Coordinators, conducted a review of the Records Retention Policy and the Records Retention Schedule to determine if revisions should be proposed to the Governing Board. Based upon this review, it was determined that additional records have been identified and should be added to the Schedule. Also, there are some current records categories that would be more efficiently managed with a shorter retention period, or would better serve the District’s business functions with a longer retention period. There are also revisions proposed to current records categories for clarification purposes.
 

Resource Impact

There are no specific costs associated with the proposed amendments to the Records Retention Schedule. The revised retention schedule, however, should result in the continued effective and efficient management of records, which may generate additional cost savings.
 

Attachments (EXE, 103k)

Resolution Amending the District’s Records Retention Schedule

Draft Amended Records Retention Schedule (Underline/strikeout)