REPORT TO COUNCIL
SUBJECT
Title
Action on a Resolution Approving and Adopting the Updated Records Retention Schedule for All City Departments
Report
BACKGROUND
The current Citywide Records Retention Schedule ("Schedule") was adopted by the City Council on August 28, 2012, under Resolution 12-7965. The Schedule was divided into City-wide and department-specific schedules that defined the requirements for categorization of records and the respective retention periods for those categories.
The Records Retention Schedule provides a description of the type of records each department maintains, indicates which department is the office of record for files retained, and states the length of time the records will be held, any statutory guidelines related to maintaining records, and the final disposition of the records, if any.
The Schedule is administered by the City Clerk's Office and ensures the protection and efficient administration of the official records for the City of Santa Clara. This program assures the accessibility of information to the public, protects the City's vital records, and provides a methodology for the periodic disposal of obsolete records. The Schedule must be compliant with various state laws, in alignment with industry best practices, cost effective, structured to appropriately preserve vital and historical City records, and be "user-friendly" for City staff. Since the time of adoption in 2012, technology and legislative changes have not been incorporated into the Schedule. Legislative guidelines continue to be followed, and the Schedule requires updates to reflect current practice.
Approval of the proposed new Resolution will rescind the 2012 Resolution 12-7965 as well as the separate Records Retention Schedule specifically for the Police Department dated June 24, 2025 (25-9459), and serves to provide the City with up-to-date requirements and rules for managing the records of all City departments combined (including the Police Departm...
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