BOARD MEETING DATE: May 6, 2005
AGENDA NO. 16

Adopt Resolution Adopting Records Retention Policy and Records Retention Schedule

SYNOPSIS:

Recently enacted, AB 474 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. This action is to adopt a Records Retention Policy and Records Retention Schedule. If adopted, the Records Retention Policy and Schedule will supersede the District's existing Records Retention Plan (adopted November 6, 1981).

COMMITTEE:

Administrative, April 8, 2005, Recommended for Approval

RECOMMENDED ACTION:

Adopt the attached resolution adopting a Records Retention Policy and Records Retention Schedule, as reflected in the attachments to the resolution.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The Administrative Committee has previously directed staff to reduce the number of paper records by eliminating and/or converting them to an electronic format. Carrying out the Committee’s directive requires a change to the AQMD’s Records Retention Policy, which was adopted in 1981. Also requiring changes to the AQMD Records Retention Policy is AB 474, passed in 2004. AB 474 requires 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).) Such schedule must be consistent with the California Secretary of State's Local Government Records Management Guidelines, published in June 2004. The new law also identifies certain classes of documents that may not be destroyed or disposed of, such as records that relate to the formation of the District, minutes of the Governing Board meetings, and records relating to the District's interest in any real property.

As mentioned above, the District's records management is governed by a Records Retention Plan, adopted on November 6, 1981. Since that time, the categories of records have changed as well as the organization of the District. Accordingly, District staff conducted an extensive inventory of existing District records in order to prepare a revised Records Retention Schedule that better reflects the functions and requirements of the District today. Each department was involved in the process of establishing the Records Retention Schedule, as coordinated by Information Management and in consultation with District Counsel.

In addition to a Records Retention Schedule, a Records Retention Policy was drafted to set forth guidelines and requirements for the implementation of the records retention program. It provides definitions relating to records, and outlines the responsibilities within the District for maintaining and disposing of records. The Records Retention Policy also reflects an emphasis on the use of electronic media for long-term document storage in order to minimize costs and to improve accessibility.

Resource Impact

There are no specific costs associated with implementation of the Records Retention Policy or the Records Retention Schedule. The policy and the revised retention schedule, however, should result in a more effective and efficient management of records, which may generate a cost savings.

Attachments

Resolution Adopting a Records Retention Policy and Records Retention Schedule
Draft Records Retention Policy
Draft Records Retention Schedule

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