08 - UPDATE RECORDS RETENTION SCHEDULEItem 08
Costa Mesa Sanitary District
To: Board of Directors
...an Independent Special District
Via: Scott Carroll, General Manager
From: Noelani Middenway, Deputy Clerk of the District
Date: January 24, 2013
Subject: Adopt Resolution No. 2013 -827 and Update to Records Retention Schedules
Summary
The District's records retention schedules have been reviewed and updated to reflect new
laws and changes in operations. The adoption of the revised retention schedules will result
in efficiency gains and cost savings.
Staff Recommendation
Adopt Resolution No. 2013 -827 and the updated Records Retention Schedules.
Analysis
Gladwell Governmental Services, Inc., an expert in local government records, has been
assisting the district in improving its records management program.
The records retention schedules have been updated to reflect requests from employees,
and have been reviewed and updated to reflect changes in law since the schedules were
originally adopted in May of 2011. The resolution authorizes future updates to the
schedule to be made with the approval of the General Manager, District Clerk, and District
Counsel, and authorizes staff to destroy records in accordance with the policy after
approvals have been received from the Department Head, District Clerk, and General
Manager.
Protecting our community's health and the environment by providing solid waste and sewer collection services.
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www.crosdca.gov
Board of Directors
January 24, 2013
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The purpose of the records management program is to apply efficient and economical
methods to the creation, utilization, maintenance, retention, preservation and disposal of
all records managed by the District.
The update to the records retention schedules will further enhance the District's efficiency
and cost savings.
Strategic Plan Element & Goal
This item continues to support Strategic Plan Element 5.0, Administrative Management
and Strategic Goal No. 5.2, Enhance Records Management Program from 2011.
Legal Review
The revised schedules were reviewed by District Counsel.
Financial Review
CMSD will realize savings both in labor and storage expenses; including the avoidance of
future storage and /or construction costs.
Committee Recommendation
Not applicable.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the
January 24, 2013 Board of Directors regular meeting at District headquarters and on the
District's website.
Alternative Actions
Refer the matter back to Staff.
Attachments
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RESOLUTION 2013 -827
RESOLTUION OF THE BOARD OF DIRECTORS OF
COSTA MESA SANITARY DISTRICT OF
ORANGE COUNTY ESTABLISHING A
RECORDS RETENTION SCHEDULE AND SUPERSEDING
ALL PREVIOUS POLICIES
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval,
and is not necessary after a certain period of time for the effective and efficient operation of the
government of the Costa Mesa Sanitary District; and
WHEREAS, Section 60200 of the Government Code of the State of California provides that
the legislative body of a special district may authorize at any time the destruction or disposition of any
duplicate record, paper, or document, the original or a permanent photographic record of which is in
the files of any officer or department of the district; and
WHEREAS, Section 60201 of the Government Code of the State of California is amended
effective January 1, 2005 to provide that district records which have served their purpose, which are
not expressly required by law to be filed and persevered, and which will not adversely affect any
interest of the district or public may be destroyed; and
WHEREAS, The Board of Directors Previously adopted Resolution 2504 establishing a
records retention schedule; and
WHEREAS, the General Manager has developed policies and procedures relating to records
management, including the requirement of the approval of a list of the types of records destroyed or
disposed of that reasonably identifies the information contained in the records in each category;
NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY
DISTRICT DOES RESOLVE AS FOLLOWS:
Section 1. Destruction of Records in Compliance Exhibit A will not Adversely Affect Any
Interest of the District.
The Board of Directors finds that the destruction or disposition of the records series that have
exceeded the retention periods as set forth in the Records Retention Schedule Exhibit A will not
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adversely affect any interest of the District or the public.
Section 3. Authorization to Destroy Records in Compliance with Exhibit A.
The records of the Costa Mesa Sanitary District, as set forth in the Records Retention
Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized
to be destroyed as provided by Section 60201 et seq. of the Government Code of the State of
California and in accordance with the provision of said schedule in accordance with District policies
and procedures, without further action by the Board of Directors of the Costa Mesa Sanitary District.
Section 4. Authorization for Future Updates to Exhibit A.
With the consent of the District Counsel and General Manager, updates are hereby
authorized to be made to the Records Retention Schedules without further action by the Board of
Directors of the Costa Mesa Sanitary District.
Section 5. Definition of Records.
The term "records" as used herein shall include documents, instructions, books, microforms,
electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records
Act.
ADOPTED this day of 2013
AYES: Board Members-
NOES: Board Members-
ABSTAIN: Board Members-
ABSENT: Board Members-
James Ferryman
President
I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution 2013 -827
adopted by the Board of Directors of Costa Mesa Sanitary District of Orange County at its regular
meeting held January 24 , 2012.
Scott Carroll
Clerk of the Board
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