REPORT TO COUNCIL
SUBJECT
Title
Action on a Resolution Approving and Adopting the Updated Records and Information Management Policy and Records Retention Schedule for All City Departments (DEFERRED FROM JUNE 23, 2026)
Report
BACKGROUND
At the City Council meeting on June 23, 2026, staff brought forward the current Citywide Records Retention Schedule for consideration and adoption. Councilmember pulled the item for further analysis. Staff have since collaborated with the Consultant and the City Attorney’s office reviewed and made additional edits to the retention schedule.
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 materials retained, and states the length of time the materials will be held, any statutory guidelines related to maintenance and final disposition of the records, if any.
The Schedule is administered by the City Clerk’s Office (CCO) and ensures the appropriate retention and efficient administration of the official records for the City of Santa Clara. The CCO assures the accessibility of information to the public, retains the City’s vital records, and through the Records and Information Management Policy (Policy) and Schedule 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 in...
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