HomeMy WebLinkAboutReso - CC - 122-2024 RESOLUTION NO. 122-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AMENDING THE CITY’S RETENTION SCHEDULE
WHEREAS, on June 18, 2018, the City Council adopted an updated Retention Schedule
pursuant to Resolution No. 084-2018; and
WHEREAS, since the 2018 adoption of the Retention Schedule, staff has purchased
new software and built new infrastructure that requires amendments to the schedule, and staff
recommends the City Council amend the Retention Schedule accordingly; and
WHEREAS, staff has reviewed the proposed amendments to the Retention Schedule to
ensure the Schedule complies with the types of records that the City maintains; and
WHEREAS, the proposed Addendum (attached) accounts for the records that the City
maintains, current legislation, and technological advancements; and
WHEREAS, the proposed Addendum outlines which department is responsible for
originals, how long records are stored on-site, and required retention periods.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES
RESOLVE AS FOLLOWS:
The City of Burlingame amends the City’s Retention Schedule to include the Addendum
as attached hereto.
________________________________
Donna Colson, Mayor
I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, do hereby certify
that the foregoing Resolution was introduced at a regular meeting of the City Council held on the
7th day of October, 2024, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS: BROWNRIGG, COLSON, LEE, PAPPAJOHN, STEVENSON
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
_____________________________
Meaghan Hassel-Shearer, City Clerk
Docusign Envelope ID: 295EEB73-5AC5-44EA-99B2-2DC2D43ED523
Office of Record Retention No.Records Description Comments/Reference
Active
(In
Office)
Inactive
(Records
Center)
Total
Retention Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Department that
Authors Document
or Receives the
City's Original
Document CW-060
Microsoft Teams: Chat,
Channel Messages,
Private Teams Channel
Messages 1 year 1 year
Mag,
Ppr,
Cloud
Records "regular and
ongoing operations"; GC
34090.6
Library LIB-023
video recordings - parking
lot, building, garage 1 year 1 year Mag
Records "regular and
ongoing operations"; GC
§ 34090.6
Parks and
Recreation P&R-035
video recordings - parking
lots, buildings, garage,
parks 1 year 1 year Mag
Records "regular and
ongoing operations"; GC
§ 34090.6
Police / Records PD-089
Automated License Plate
Reader Data (unless a
reasonable belief it will
become evidence in a
criminal or civil action, or
is subject to a discovery
request or other lawful
action to produce
records)30 days 30 days Mag
Records "regular and
ongoing operations"; GC
§ 34090.6 and BPD ALPR
Policy
Public
Works/Wastewater PW-094 Sewer Lateral Certificates 15 years P
Mag,
Mfr,OD,
Ppr S/I
Yes after 2
years
City preference,
Burlingame Municipal
Code Section15.12
Department that
Authors Document
or Receives the
City's Original
Document CW-027 E-mail Database
2 years
3 years
2 years
3 years Mag, Ppr
City preference (many
records do not relate in
a substantive way to the
conduct of the public's
business); GC § 34090
Police / Records PD-064
Video Recordings -
Parking Lots, Parking
Garages, Public Areas,
Operations 1 year 1 year Mag
Records "regular and
ongoing operations"; GC
§ 34090.6
Retention / Disposition
NEW
AMENDED LANGUAGE
ADDENDUM TO THE CITY'S RECORD RETENTION SCHEDULE
Approved: October 7, 2024