File #: 2022-2212    Version: 1 Name:
Type: Consent Status: Passed
File created: 3/10/2022 In control: ADMINISTRATION COMMITTEE
On agenda: 3/23/2022 Final action: 3/23/2022
Title: UPDATE TO RECORDS MANAGEMENT PROGRAM PROCEDURES AND RECORDS RETENTION SCHEDULE RESOLUTION
Sponsors: Kelly Lore
Attachments: 1. Agenda Report, 2. Resolution No. OC SAN 22-10, 3. Records Management Procedure Manual - Redline, 4. Records Management Procedure Manual - Clean, 5. Records Retention Schedule Redline
Related files: 2022-2072, 2022-2381
FROM: James D. Herberg, General Manager
Originator: Kelly A. Lore, Clerk of the Board

SUBJECT:

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UPDATE TO RECORDS MANAGEMENT PROGRAM PROCEDURES AND RECORDS RETENTION SCHEDULE RESOLUTION
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GENERAL MANAGER'S RECOMMENDATION

recommendation
RECOMMENDATION:

Adopt Resolution No. OC SAN 22-10 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 21-08".
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BACKGROUND

The Orange County Sanitation District's (OC San) Records Management Program is being updated to meet new statutory regulations and agency changes to better serve the operational needs of OC San. General Counsel's Office, departmental subject matter experts, the Clerk of the Board, and Assistant Clerk of the Board have reviewed the minor updates and recommend the proposed changes.

OC San's Records Management Program documents how long various types of information are 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 21-08 (Current Records Management Program Procedures and Records Retention Schedule)
* Comply with Government Code ?60200 through 60204
* Comply with Government Code ?6250 et seq.

PROBLEM

There are current legal regulatory requirements that are not reflected in OC San's existing Records Management Program Procedures and Records Retention Schedule.

PROPOSED SOLUTION

Adopt the updated OC San Records Management Program Procedures and updated Records Retention Schedule to reflect the current legal regulatory requirements.

TIMING CONCERNS

Destruction of some records may not...

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