COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

January 22, 2007

BOARD MEETING DATE:

February 6, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

4/5ths Vote Required

TO:

Honorable Board of Supervisors

FROM:

Greg Munks, Sheriff

SUBJECT:

Records Retention Schedule

RECOMMENDATION:

Adopt a Resolution approving the Sheriff’s record retention schedule, which will protect useful and vital records, identify historically valuable records, and assure the prompt and systematic disposal of records that are obsolete.

VISION ALIGNMENT:

The schedule is consistent with the goal of responsive, effective and collaborative local government, and advances vision No. 21, in that it will ensure that the retention and destruction of records is based on careful consideration of future impact, rather than temporary relief or immediate gain.

BACKGROUND:

Government Code § 26200 et seq. authorize the Board of Supervisors to adopt a records retention schedule which sets forth the duration that County records must be retained, and permits the destruction of records after the retention period has lapsed. The goal of the records retention schedule is to protect useful and vital records, identify historically valuable records, and assure the prompt and systematic disposal of records that are obsolete.

Until the early 1990’s, the County had a systematic review of record retention schedules that addressed the records retention requirements for all county departments. However, the Countywide process was suspended approximately 15 years ago, and record retention schedules have been maintained on a departmental basis. The Sheriff’s existing schedules are archaic and have become outdated. As a result, the Sheriff’s Office has incurred significant expense and inefficiency by retaining a huge number of records that are obsolete and of no public purpose.

DISCUSSION:

The need for a well-defined records management program is driven by many factors. These include inconsistency in current retention practices, the obsolescence of many records that are being retained, the lack of storage space, technology advancements, including document imaging, and changes in legal requirements regarding records retention.

In early 2006, the Sheriff’s Office embarked on a year-long process of developing a current and relevant records retention policy. At County Counsel’s suggestion, the Sheriff contracted with Diane Gladwell, who is a leading specialist in the area of California local government records retention. Ms. Gladwell has assisted many local government entities in the development of their record retention schedules, and has received several awards from organizations that specialize in management of government records. The schedule has been developed with Ms. Gladwell’s assistance and guidance, and has the benefit of her extensive experience in developing records retention policies for other local government agencies.

The proposed records retention schedule is the product of the Sheriff’s Office’s year-long process. The objective of the process was to develop a schedule that would reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

The proposed schedule applies to documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act. Each division has compiled a list of the records they maintain, as well as the legal and practical requirements for the retention of each type of record.

The retention schedules provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of the Sheriff’s records. The County will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. Each of the Sheriff’s division directors reviewed and revised the schedules that apply to their operation. All of the retention schedules either meet or exceed the retention schedules required by law.

Approval of the schedule will provide a legal basis for destruction of obsolete records, and will free up office space and staff time. We believe that the schedule meets the goals of protecting useful and vital records, identifying historically valuable records, and assuring the prompt and systematic disposal of records that are obsolete.

Following the adoption of the schedule, Ms. Gladwell will conduct a series of training sessions so that involved staff can become conversant with the schedule and any questions can be answered.

As the documents that are covered by the schedule are official records of the County, a four-fifths vote of the Board is required to take this action. In addition to staff and department director review and approval, the County Counsel has reviewed the Records Retention as to form.

FISCAL IMPACT:

It is expected that the adoption of a record retention schedule will result in savings in the area of storage and staff time.

Government Code § 26200 et seq. authorize the Board of Supervisors to adopt a records retention schedule which sets forth the duration that county records must be retained and authorizes the destruction or disposition of any records at the conclusion of the record retention period specified in the schedule.

In the early 1990’s, that