FROM: Robert Thompson, General Manager
Originator: Jennifer Cabral, Director of Communications
SUBJECT:
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UPDATE TO RECORDS MANAGEMENT PROGRAM PROCEDURES AND RECORDS RETENTION SCHEDULE RESOLUTION
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
Adopt Resolution No. OC SAN 26-05 entitled: "A Resolution of the Board of Directors of the Orange County Sanitation District Adopting the Records Management Program Procedures and Records Retention Schedule, Authorizing Destruction of Obsolete Records, and Repealing Resolution No. OC SAN 26-03".
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BACKGROUND
The Orange County Sanitation District's (OC San) Records Management Program is being updated to meet statutory regulations and agency changes to better serve the operational needs of OC San. OC San's Records Management Program documents how long various types of information is to be kept, as dictated by the legal, fiscal, operational, and audit needs of OC San. As a public agency, there is an obligation to effectively manage and maintain OC San's information, most of which is classified as public information.
RELEVANT STANDARDS
* Maintain and adhere to appropriate internal planning documents: Resolution No. OC SAN 26-03 (Current Records Management Program Procedures and Records Retention Schedule)
* Comply with Government Code ?60200 through 60204
* Comply with Government Code ?7920.000 et seq.
PROBLEM
There was an error in the attached Records Retention Schedule during the adoption of Resolution No. OC SAN 26-03.
PROPOSED SOLUTION
Adopt the updated OC San Records Management Program Procedures to include the correct Records Retention Schedule which reflects the current legal regulatory requirements and operational requests.
TIMING CONCERNS
Destruction of some records may not be authorized until the updated Records Retention Schedule is approved.
RAMIFICATIONS OF NOT TAKING ACTION
Records will be kept longer than legally required, which will impact compliance with ...
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