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

“We will reflect the National Treasure in which we live” Records Management and Retention Presented by: Heather Stroud, City Attorney Susan Blankenship, City Clerk 1

Records Management and Retention “We will reflect the National Treasure in which we live” What is a Record? Records are any writing or recording that contains information related to the conduct of the public's business prepared, owned, used, or retained by the City regardless of physical form or characteristics. 2

Records Management and Retention “We will reflect the National Treasure in which we live” What is a Non-Record? • Blank forms • Identical copies of documents • Extra copies of printed or processed materials • Superseded manuals and other directives • Materials received from others requiring no action • Catalogs, trade journals and other publications 3

Records Management and Retention “We will reflect the National Treasure in which we live” Record Life Cycle 4

Records Management and Retention “We will reflect the National Treasure in which we live” 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 5

Records Management and Retention “We will reflect the National Treasure in which we live” 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 6

Records Management and Retention Records Management Responsibilities “We will reflect the National Treasure in which we live” 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 7

Records Management and Retention “We will reflect the National Treasure in which we live” 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? 8

Records Management and Retention “We will reflect the National Treasure in which we live” Records Inventory (Retention) At least Every 3 Years • Identify any new records • Confirm correct retention (regulatory references) • Consider litigation holds • Complete proper disposition/destruction 9

Records Management and Retention Electronic Mail (E-mail), Text Messages “We will reflect the National Treasure in which we live” 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” 1 0

Records Management and Retention “We will reflect the National Treasure in which we live” 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 11

Records Management and Retention Communications on “We will reflect the National Treasure in which we live” Personal vs City Devices and Servers 1 2

Records Management and Retention Records Destruction “We will reflect the National Treasure in which we live” Destruction Authorization Form Sue • Attach Destruction Worksheet • 13

Records Management and Retention 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 14