To: Board of Supervisors
From: Monica Nino, County Administrator
Report Title: Adoption of 2025 Records Retention Schedule for the County Administrator's Office
?Recommendation of the County Administrator ? Recommendation of Board Committee
RECOMMENDATIONS:
ADOPT the 2025 Records Retention Schedule for the County Administrator's Office, including the General Administration, Clerk of the Board, Office of Communications and Media, Labor Relations and Law & Justice Information Systems divisions.
FISCAL IMPACT:
The implementation of this schedule is not expected to have any significant fiscal impact. It leverages existing recordkeeping practices and resources.
BACKGROUND:
The County Administrator's Office is responsible for overseeing multiple divisions, each of which manages records that are critical to the efficient operation of county activities. Proper retention of these records is essential to ensure compliance with legal requirements, promote operational efficiency, and safeguard the interests of the county.
The proposed CAO Records Retention Schedule:
* Provides a comprehensive definition of each type of record and identifies the responsible division.
* Specifies the medium in which each record is maintained (e.g., paper, electronic, etc.).
* Identifies the retention period and statutory references governing the lifecycle of each record.
Adoption of this schedule will:
* Promote greater transparency and accountability across all divisions within the County Administrator's Office.
* Ensure strict compliance with state and county recordkeeping requirements.
* Enhance operational efficiency by streamlining the retrieval, storage, and disposal of records.
* Minimize risks associated with improper recordkeeping practices.
By adopting this schedule, the Board will ensure that all divisions within the County Administrator's Office manage records in an efficient, legally compliant, and consistent manner, thereby upholding the county's commitment to transpa...
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