To: Board of Supervisors
From: Greg Baer, Director of Airports
Report Title: Document Retention Policy -Airports Division of Public Works
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
ADOPT Resolution to approve a records retention policy for the Airports Division in the Public Works Department, as recommended by the Director of Airports, Countywide.
FISCAL IMPACT:
No fiscal impact.
BACKGROUND:
In accordance with government code and best management practices, the Airports Division has drafted the attached retention policy to manage the voluminous amount of records generated and received over the past six to seven decades. The Airports Division needs to dispose of unnecessary records and documents that, 1) have no historical significance or further administrative value, 2) are not required to be maintained by state or federal law and, 3) are no longer necessary for their purposes pursuant to Government Code sections 26201, 26202; 26205 and 26205.1.
A records retention policy, inclusive of a retention schedule constitutes an active, continuing program for the retention and disposal of records both physically and electronically. Additionally, the approval of a records retention schedule constitutes continuing approval for Airports to properly dispose of the records as indicated within the schedule.
CONSEQUENCE OF NEGATIVE ACTION:
The Airports Division would not be able to take advantage of the inherent benefits of a government code compliant retention policy.
THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA
and for Special Districts, Agencies and Authorities Governed by the Board
Resolution No. 2024/
body
IN THE MATTER OF: Approving and Implementing a Document Retention Policy for the Airports Division of Public Works.
WHEREAS, it is important for the Airports Division to establish a comprehensive document retention policy to efficiently manage and safeguard its records and documents in accordance with legal requirements and best practices; and
WHEREAS, the adoption of a document retention policy aligns with the organizational objectives of the Airports Division to enhance operational efficiency and promote responsible stewardship of resources; and
WHEREAS, an appropriate records retention policy will assist the Airports Division by documenting which records require office, electronic or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have any administrative, fiscal or legal value; and
WHEREAS, the destruction and disposition of the Airports Division’s records pursuant to the proposed records retention schedule will not adversely affect any interest of the Airports Division or the public.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors hereby approves the implementation of the attached document retention policy for the Airports Division of Public Works.