HomeMy WebLinkAbout61-08 - authorizing records retention schedule and destruction of recordsRESOLUTION NO. 6]-8
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D A. IRISH
6JTO R N ~Y
( NALL
'ALtFORNIA
'0 2-2971
RESOLU~ION ESTABLISHING RECORDS RETENTION
SCHEDULE A'4~D AUTHORIZING DESTRUCTION OF
USELESS RECORDS
WHEREAS, certain old and useless papers and records have ac-
cumulated over the years and have not only taken up
valuable space in the City offices, but have hampered the
effectiveness of the whole record system of the CITY; and
WHEREAS, the City has contracted with Griffenhagen-Kroeger, Inc.,
Records and Files Organizers, to reorganize the City
filing system, and. the representatives of Griffenhagen-
Kroeger have recommended that a retention and disposal
schedule be established empowering the various City
officers to retain and dispose of certain old and useless
papers and records under certain conditions,
NOW, THEREFORE, The City Council of the City of Ukiah does
hereby
RESOLVE:
1o Whenever any office, department, board or commission
shall have an accumulation of records which are not needed or
useful in the transaction of its current or anticipated future
workload and which dates back more than the period stated in the
City of Ukiah's Record Retention Schedule, it shall be the duty
of the head of each office, department, board or commission to
submit a request for the approval of the disposition or de-
struction of such records to the City Manager, through the City
Attorney and City Clerk for their review and recommendation.
2. "City Hecords" shall include all original or record
copies of all books, papers, maps, photographs, reproductions,
or other documentary materials, regardless of physical form or
characteristics, made or received by any officer, department,
board or commission, or other governmental agency of the City in
pursuance of any statute or ordinance, or in connection with the
transaction of public business and preserved or appropriate for
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preservation as evidence of the organization, functions, policies,
2 duties, procedures, operations, or other activities of the City,
S or because of the informational value of the date contained there.
4 in. "City Records" shall not include library and museum material
B or material acquired and preserved solely for reference or
exhibition purposes.
? 3. The schedule entitled "City of Ukiah Record Retention
8 Schedule" attached hereto is hereby adopted° The head of each
9 office, department, board or commission of the City of Ukiah is
l0 hereby directed to retain the records of his office listed there-
ll in in his office for a period of time therein listed under the
12 column entitled "0" and until they are no longer needed for the
13 current business of his office, and to retain such records for
14 the total period of time therein listed under the column entitled
"T".
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HAROLD A. IRISH
CITY ATTOR N I::y
CITY HALL
UKIAN, CALII::OI~N IA
PNON~ NO 2-2971
is hereby authorized to destroy from time to time useless records
of his office after the expiration of the total retention period
set forth in the Record Retention Schedule with written approval
of the City Attorney, City Clerk and City Manager. Immediately
following the destruction of any record, the head of the office,
department, hoard or commission, shall certify in writing to that
effect to the City Manager or records personnel designated by the
City Manager. The City Manager or records personnel designated
by him, shall permanently keep a file of certificates of the
various records destroyede
The head of each office, department, board or commissio~
Dated this__ 20th day of July , 1960
ATTEST:
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