HomeMy WebLinkAboutReso - CC - 112-2025RESOLUTION NO. 112-2025
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME DECLARING
LASERFICHE A TRUSTED SYSTEM AND ADOPTING (1) A RECORDS MANAGEMENT
POLICY, (2) PROCEDURES FOR MANAGING RECORDS, AND (3) PROCEDURES FOR
SERACHING, STORING, AND DELETING RECORDS IN LASERFICHE
WHEREAS, the keeping of numerous records related to City business (“Records”) is not
required after a certain period of time for the effective and efficient operation of the government
of the City of Burlingame; and
WHEREAS, Section 34090, et seq, of the Government Code of the State of California
provides the parameters whereby any City Record that has served its purpose and is no longer
required may be destroyed, including the requirement that certain Records be reproduced on a
“Trusted System,” as defined in California Government Code Section 12168.7, prior to
destruction; and
WHEREAS, California Government Code Section 12168.7 provides uniform statewide
standards for storing documents in electronic media; and
WHEREAS, the Secretary of State has adopted Trustworthy Electronic Document or
Record Preservation regulations located in Chapter 15, Division 7, Title 2 of the California Code
of Regulations, which govern the recording, storing, and reproducing of Records in electronic
media where the intent is to destroy the original hard copy and maintain the electronic copy as
the official Record; and
WHEREAS, the City Clerk and the Finance Director have worked together to ensure that
the City’s document management system, and all Records stored within the system, are kept in
accordance with the State’s Trusted System requirements and the Trustworthy Electronic
Document or Record Preservation regulations; and
WHEREAS, on June 18, 2018, the City Council adopted Resolution Number 084-2018,
creating a Records Retention Schedule that established procedures for retaining City Records in
active files and inactive files, and for disposing of Records when they are no longer needed for
administrative, fiscal, historical, or legal purposes; and
WHEREAS, the City uses Laserfiche to electronically store Records in PDF format; and
WHEREAS, Laserfiche has audit capabilities to track Records as they’re added, deleted,
and viewed in the system; and
WHEREAS, folder level permissions and restrictions have been established in Laserfiche
to ensure only appropriate personnel have access to Records; and
WHEREAS, the Records Management Policy, attached hereto as Exhibit A, has been
developed for the implementation of the Retention Schedule and to provide for the routine transfer
of Records into Laserfiche; and
WHEREAS, Procedures for Managing Records, attached hereto as Exhibit B, has been
developed for the implementation of the Retention Schedule and to provide for the routine transfer
of Records into Laserfiche during the normal course of business; and
WHEREAS, Procedures for Searching, Storing, and Deleting Records in Laserfiche,
attached hereto as Exhibit C, has been developed for the implementation of the Retention
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Schedule and to provide for the routine transfer of Records into Laserfiche during the normal
course of business; and
WHEREAS, the Laserfiche Cloud Security and Compliance document, attached hereto as
Exhibit D, outlines Laserfiche’s governance and compliance including its WORM compliance for
SEC 17a-4, privacy regulatory compliance, and that it is SOC 2 Type 2 certified; and
WHEREAS, collectively, the City’s comprehensive Retention Schedule, Records
Management Policy, Procedures for Managing Records, and the Laserfiche technology constitute
a Trusted System in accordance with State law.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
BURLINGAME DOES HEREBY RESOLVE, DETERMINE, AND ORDER, AS FOLLOWS:
1. Laserfiche is declared the City’s Records storage repository; and
2. Laserfiche is backed up, and the backup copy is stored offsite on a routine schedule
in a format that cannot be altered; and
3. The Records Management Policy attached hereto as Exhibit A is hereby approved and
is considered the approved policy for the management of the City’s records, both paper
and electronic; and
4. The Procedures for Managing Records attached hereto as Exhibit B are hereby
approved and are considered the approved procedures for the management of paper
and electronic Records; and
5. The Procedures for Searching, Storing, and Deleting Records in Laserfiche attached
hereto as Exhibit C are hereby approved and are considered the approved procedures
for the utilization of Laserfiche; and
6. The adopted Retention Schedule, Records Management Policy, Procedures for
Managing Records, Procedures for Searching, Storing, and Deleting Records in
Laserfiche, and Laserfiche technology collectively, establish the City of Burlingame’s
Trusted System; and
7. Electronic Records stored in Laserfiche as deemed the City’s official Record, and the
City Council approves the destruction of paper Records upon completion of quality
control processes outlined in Exhibit B, “Procedures for Managing Records”; and
8. Electronic Records stored in Laserfiche can be deleted in adherence with the adopted
Retention Schedule and with under the processes outlined in Exhibit C, “Procedures
for Searching, Storing, and Deleting Records in Laserfiche; and
9. The City Clerk is hereby directed to establish training for the proper administration of
the Records Retention Schedule, Records Management Policy, Procedures for
Managing Records, and the Procedures for Searching, Storing and Deleting Records
in Laserfiche for the storage of paper and electronic Records in the City of Burlingame.
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Peter Stevenson, Mayor
I, Meaghan Hassel-Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 6th day of October,
2025 and was adopted thereafter by the following vote:
AYES: Brownrigg, Colson, Pappajohn, Stevenson, Thayer
NOES: None
ABSENT: None
Meaghan Hassel-Shearer, City Clerk
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ADMINISTRATIVE PROCEDURES
CITY OF BURLINGAME
October 6, 2025
SUBJECT: Records Management Policy
Section 1 - Purpose
The purpose of this policy is to define the requirements for managing the records of the City of
Burlingame (the “City”) in a cost effective and efficient manner, and in compliance with laws,
regulations, and operational requirements.
Section 2 - Policy
It is the policy of the City that:
1. Records created or received in the course or conduct of the City’s business are assets of the City
and are the exclusive property of the City.
a. Records are subject to compliance with this policy, the associated Retention Schedule,
and City procedures.
b. Employees should have no expectation of privacy for any record or writing created
during the performance of City business or while using a system for managing the City’s
records and information. This includes records created or received on City-issued
devices and records created or received on personal devices that relate to City business.
2. Employees are responsible for being responsive to requests for public records in compliance
with the California Public Records Act.
3. Each department is responsible for maintaining its records in accordance with this policy.
Records will be created, stored, and managed with the appropriate classification that enables
their protection as well as necessary access for future use.
4. Records are to be retained in accordance with the City’s approved Retention Schedule.
5. The following are not necessary or convenient to the discharge of City duties and therefore
should not be retained in the ordinary course of business: notes, drafts, non-City materials,
reference materials, and duplicate copies.
6. Records, whether active or inactive, are to be appropriately stored and protected per the City of
Burlingame’s Procedures for Managing Records.
7. Vital Records are to be identified by the City in a manner that establishes the priority of recovery
of the records in a timely manner following a disaster. This process of identifying and
inventorying Vital Records is outlined in the City’s Procedures for Managing Records.
8. Certain records that are deemed valuable for documenting the City’s history shall be designated
as Historical Records and may be preserved beyond the Retention Schedule to ensure their
ongoing availability and access.
9. Digital backups are duplicates of records retained elsewhere and are used for disaster recovery
purposes. Thus, digital backups are not subject to the requirements of the Retention Schedule.
10. When records complete their retention period, regardless of their format, they shall be deleted,
erased, or destroyed in compliance with Resolution 084-2018 and other applicable City
procedures.
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11. Maintenance of City records in a trusted electronic system, as identified by the City, is the
preferred method of storage for official City records. Such electronic records should be indexed
and full-text searchable.
12. Regardless of the format in which a communication is generated or received, including
electronic mail (email), postal mail, or any other written format, the record must be retained in
accordance with the City’s Records Retention Schedule. This includes communications relating
to City business that are necessary or convenient to the discharge of City duties and that are
sent or received on personal devices and personal accounts.
Section 3 - Scope
This policy shall apply to all City employees, temporary workers, and contractors of the City who
have access to, or use of, City records. If there is a conflict between the requirements of this policy
or the procedures implementing the policy on the one hand, and a department’s policy on the other
hand, the more restrictive shall apply, unless compliance with the more restrictive requirement
would conflict with State law.
Section 4 - Definitions (in alphabetical order)
1. Classification: The systematic identification and arrangement of records and information into
categories according to logically structured conventions, methods, and procedural rules. Also
known as Indexing.
2. Inactive Record: Any record related to closed, completed, or concluded activities. Inactive
records are no longer routinely referenced but must be retained in order to fulfill legal,
operational, or other retention requirements.
3. Legal Hold: A procedure to cease destruction of certain records or information, even if the
Records Retention Schedule mandates destruction, when litigation or government investigation
related to those records is pending, imminent, or, in some cases, foreseeable.
4. Non-Record: Documents, studies, books, and pamphlets produced by outside agencies, and
preliminary drafts not retained in the ordinary course of business.
5. Office of Record: The department that keeps the original or “record copy.” Usually it is the
department that originates the record, unless the item is for a City Council meeting (then it is
the City Clerk.)
6. Record: A “record” is a thing that constitutes an objective lasting indication of a writing, event,
or other information, is in the custody of a City staff member, and is kept either (1) because a
law requires it to be kept, or (2) because it is necessary or convenient to the discharge of the
staff member’s duties.
a. Active Record: A record needed to perform current operations, subject to frequent use
and usually located on site.
b. Historical Record: Records documenting the history and significant milestones of the
City as per the Records Retention Schedule.
c. Duplicate Record: Unofficial copies of documents kept only for convenience or
reference, working papers, appointment logs, stocks of publications and processed
documents, and library or museum material intended solely for reference or exhibition.
Also, documents such as rough notes, calculations, or drafts assembled or created and
used in the preparation or analysis of other documents.
d. Vital Records: Records that are fundamental to the functioning of an organization and
necessary to continue operations without delay under abnormal conditions or in the
event of a disaster.
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7. Retention Period: The length of time a record must be retained to fulfill its administrative,
fiscal, and/or legal function.
8. Transitory Records: Records not retained in the ordinary course of business: preliminary drafts,
notes, or interagency or intra-agency memoranda and records having only transitory value.
Examples: telephone messages, meeting room reservation schedules, logs, source records
entered into a computer system that qualifies as a “trusted system”, etc.
Section 5 - Responsibility
1. Office of Record
a. The group, department, or office in the organization responsible for ownership of
specified records for the full duration of the Records Retention Period.
b. The Office of Record is responsible for declaring records obsolete in accordance with the
Records Retention Schedule.
2. City Attorney
a. Determines when a Legal Hold is necessary for records and information relevant to
litigation, an investigation, or an audit and informs affected Departments.
b. Works with the City Clerk to approve the destruction of obsolete records that have
completed their retention period.
c. Works with the City Clerk to update the Records Retention Schedule as needed.
3. City Clerk
a. Works with the City Attorney to approve the destruction of obsolete records that have
completed their retention period on the City’s Records Retention Schedule.
b. Designates the Office of Record for various classes of records.
c. Serves as the City’s official Custodian of Records and administers and provides oversight
to the City’s records and information management program.
d. Will facilitate, in consultation with the City Attorney, the update of the Records
Retention Schedule as needed.
e. Has the authority to decide which records, media, and information constitute “Historic
Records.”
f. Orchestrates regularly scheduled records clean-up days.
4. Department Head
a. May authorize the destruction of duplicate records under his or her control that are no
longer required.
b. Designates a records coordinator within the department. In the event that a records
coordinator is not named, this responsibility will default to the Department Head.
5. Supervisor or Manager
a. Is responsible, when an employee, temporary employee, or contractor leaves the City,
for complying with the requirements of this policy and any supporting procedures for
retaining and managing the records of the exiting employee, temporary employee, or
contractor.
6. Department Records Coordinator
a. Shall be designated by the Department Head.
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b. Maintains records in accordance with this policy.
c. Works with the City Clerk to schedule and oversee records clean-up days.
d. Identify records to destroy based on the City’s Records Retention Schedule.
e. Is responsible for implementing the procedures within their department.
f. Serves as a resource to department staff on matters related to records retention.
7. Employee
a. Complies with the California Public Records Act.
b. Follows the City’s Records Retention Schedule.
c. Seeks guidance from their Department Head to determine the applicability of this policy
and which electronic records to retain.
d. Complies with the Electronic Communication Usage Policy (Formerly Email and Internet
Policy)
e. Complies with the Communications Equipment Use Policy (Formerly Cell Phone and
Device Use Policy)
f. Routinely reviews electronic content and deletes content for which retention is not
required.
Section 6 - References
1. City of Burlingame Records Retention Schedule
2. City of Burlingame Procedures for Managing Records
Who to Contact Regarding this Policy
City Clerk
Approval
This policy is approved by Resolution Number XXX-2025.
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CITY OF BURLINGAME
Procedures for Managing Records
The following records management practices are applicable to both paper and electronic records. All of
the principles applicable to the paper filing system are also important to an electronic filing system and
should be applied the same way, except where noted otherwise. The procedures in this document are
organized according to the records life cycle, pictured in the figure below.
There are several periods in the life cycle of a record:
• The active period varies according to the record but is generally characterized as a record that is
used frequently during the course of business and should be readily accessible.
• The inactive period is when the record’s regular use declines, but the record is still required to
be held per the City’s Records Retention Schedule.
• The destruction occurs at the end of a record’s life cycle on the Records Retention Schedule with
an Authorized Destruction of Records.
Figure 1. Records Life Cycle
1. Active Records
Departments should create filing systems that are simple, easily accessible by all staff, used department-
wide, and closely monitor items filed to ensure timely disposition. There are several different ways to
establish a filing system: alphabetical, numerical, alphanumerical, chronological, or series driven.
Regardless of what type of filing system a department uses, records must be kept in accordance with the
City’s Records Retention Schedule.
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CITY OF BURLINGAME
Procedures for Managing Records
1.1 Choosing Files to Maintain
Maintaining filing systems can be very costly, requiring the purchase of filing supplies, space,
and staff time to establish, manage, and retrieve materials. Consider the following when
determining which records to maintain:
Guiding Questions:
• “Is this record listed on the City’s Records Retention Schedule?” All records
maintained at the department level should be on the Records Retention Schedule.
• “Does this record exist as an official electronic record1?” Records that exist
electronically should not be printed for the sole purpose of maintaining a paper copy.
• “Is my department the Office of Record?” To answer this question, check the Office
of Record column on the Records Retention Schedule. If another department is
responsible for maintaining a record, a department may choose to keep it for a short
time in a working file, but there is no need to maintain duplicate files.
1.2 Selecting Storage Areas
Guiding Questions:
• “Is this file area accessible by staff and centrally located to the workgroup that will be
using the files?”
• “Is the room appropriate for records?” i.e., space for the cabinets to be opened and
closed with ease, climate-controlled, well lit, free of critters, etc.
• “Can the room or file cabinets be secured to permit the storage of sensitive or
confidential records? Can the access be restricted to prevent removal and ensure
orderly return?”
1.3 File Tracking
It is also best practice to maintain an electronic inventory to catalogue all active records
maintained in a department. The inventory should include the name and location of the file, its
contents, and typically the file date.
1.4 Training Staff
Ensure all personnel are trained to handle records securely, including adhering to records
classification schemes and file plans, cleaning up records according to the Records Retention
Schedule and other applicable law and policies, and protecting sensitive information.
1 Electronic records must be maintained in a trusted system in a non-alterable format.
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CITY OF BURLINGAME
Procedures for Managing Records
2. Vital Records
Definition: Vital Records are those records that are fundamental to the functioning of an organization
and necessary to continue operations without delay under abnormal conditions or in the event of a
disaster.
2.1 Identifying Vital Records
Each department must analyze its own operations and records to determine what information is
vital to the performance of its critical mission. It is important that management be selective
about choosing which records are absolutely necessary to conduct emergency operations.
Guiding Questions:
• “What records are absolutely necessary to continue or resume operations
tomorrow?”
• “If you evacuate your office, taking nothing with you, would you still be able to
perform your Essential Functions?” Consider that you may have no access to the City
server or internet for up to 72 hours – do you have what you would need?
General areas to be considered when selecting vital information include records required to:
2.1.1 Conduct Emergency Operations
o Records that specify how the City and its departments will operate in an emergency or
disaster.
o Examples: utility systems maps, locations of emergency supplies, emergency operations
plans and procedures, lines of succession and delegations of authority, lists and contact
information of City personnel, checklists, manuals, standard operating procedures,
continuity of operations plan, memoranda of understanding, and urgent programmatic
information (these examples are not inclusive)
2.1.2 Reestablish Normal Governmental Functions
o Records necessary to the continued operations of the City
o Examples: municipal code, governing rules and procedures, and financial records (these
examples are not inclusive)
2.1.3 Protect the Interests and Rights of the Organization and Individuals
o Records that protect the legal and financial rights and interests
o Examples: accounts receivable, identity records, payroll records, retirement records and
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CITY OF BURLINGAME
Procedures for Managing Records
insurance records; any records relating to contracts, entitlement, leases, or obligations
whose loss would pose a significant risk to the legal and financial rights of the City or
persons directly affected by its actions; system documentation for any electronic
information systems designated as records needed to protect rights (these examples are
not inclusive)
2.2 Paper Records
o A file containing Vital Records should be labeled distinctly from other records. An
orange dot sticker should be affixed on the front of the file.
o Vital Records should be stored together in designated filing drawers. The drawers must
be prominently labeled by affixing a bright orange VITAL RECORDS sticker on the front
outside of the drawer.
o Confirm that the building or room in which records are stored is secure, equipped with
fire and flood prevention and detection devices, and fitted with locks.
o Protect paper records by always storing them in boxes or cabinets in cool, dry, secure
locations, ideally away from windows, water pipes, or gas pipes, and at least 6” (15 cm)
off the floor.
o Inspect records storage areas regularly to ensure they are secure, safe, and free from
any sign of deterioration, infestation, or damage.
2.3 Departmental Vital Records Inventory
o Prepare and maintain an up-to-date Vital Records inventory.
o Develop and implement a plan for protecting and accessing the vital records.
o Update the inventory at least annually.
o Update Vital Records, as needed, and remove and destroy outdated copies.
o Send the Vital Records inventory to the City Clerk on an annual basis.
2.4 Training Staff
Make sure all personnel are aware of and trained in records recovery emergency response
procedures.
3. Inactive Records
3.1 Tips & Tricks:
When you notice that a file has reached the end of its active life cycle and is closed but waiting
to live out its retention period, identify it in some way (e.g., with a sticker, or crossing out the
file label) so it is easy to pull out for inactive storage during records clean-up days.
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CITY OF BURLINGAME
Procedures for Managing Records
3.2 Why Box Up Inactive Records?
o Better utilization of space at City Hall and other City locations
o More easily identify official records the City needs to keep in City buildings.
3.3 Boxing Files / Preparation of Records for Storage
o Boxes should be filled but not packed so tightly that records cannot be easily removed
or inserted into the box.
o Boxes should be uniform, sized 15” x 10” x 12”
o Boxes should be clearly labeled with the contents’ category and disposition information
on the outside of the box, on both short ends so that it is always showing.
e.g.: Box ID #
City Council Agreements
Records Terminate: January 1, 2012 – December 31, 2012
Destruction Date: December 31, 2022
o Box together files of a similar disposition category.
o Do not co-mingle permanent records and non-permanent records in the same box.
o A list of box contents should be taped to the underside of the box lid. The department
should maintain an inventory of inactive records that includes at a minimum the
following information:
Subject
File Data
Retention Category
Reference # (if applicable)
Box ID #
Destruction Date
o A copy of the inventory of inactive records should be sent to the City Clerk’s Office with
regular updates.
3.4 For Permanent Records:
o Remove rubber bands and paper clips from all documents.
o Replace paper clips with staples.
o Check to see that papers are in correct chronological order within the file.
o Use acid-free boxes.
3.5 Imaging of Records:
3.5.1 The California Government Code permits the City to destroy some original documents
after they have been scanned in accordance with the policies and procedures set forth
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CITY OF BURLINGAME
Procedures for Managing Records
in the Government Code whereby the electronic record can be considered the official
record.
3.5.2 Before embarking on a major project to scan records, staff should check with the City
Clerk’s Office. The City Clerk’s Office will evaluate your current records and can assist
you in developing a plan to convert existing documents into electronic files and migrate
the files to the City’s current Electronic Document Management System (EDMS). Staff
should not scan and store records on local or internal drives as these do not provide the
same searching, storage, or security features as an EDMS. Records that should be
imaged may include:
Those used by many departments or many people in the same department;
Permanent records, particularly those that are accessed regularly;
Records that have a long retention period;
Records that start and end in an electronic format;
Records that are frequently requested by the public;
Record series that are voluminous, making onsite storage impossible, but that
are accessed often and would involve offsite storage and retrieval fees.
4. Destruction of Records
4.1 Request Records Destruction
o No records shall be destroyed until they have met the minimum retention period listed
on the City of Burlingame’s Records Retention Schedule. In addition, any destruction of
records requires department head or designee, City Attorney, and City Clerk approval.
For more information, refer to the City of Burlingame’s Records Management Policy.
o Staff can request authorization to destroy records that are at the end of their retention
schedule by completing the City’s Destruction Form.
o In cases where there is no schedule for a particular record series, contact the City Clerk’s
Office for assistance.
4.2 Records Decision Matrix
To determine whether a record should be destroyed or not, please refer to Figure 2.
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CITY OF BURLINGAME
Procedures for Managing Records
What constitutes a “confidential” or “sensitive” document?
An individual’s first name or first initial and last name in combination with any of the
following:
• Social Security Number
• Driver’s license number or California identification number
• Account number, credit or debit card number, in combination with any required
security code, access code, password, or signature
• Medical information
• Health insurance information
• A user name and email address
• Check copies
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CITY OF BURLINGAME
Procedures for Searching, Storing, and
Deleting Records in Laserfiche
Scope
These procedures apply to employees, temporary workers, and contractors who do business on behalf
of the City of Burlingame.
References
• Records Retention Schedule
• Records Management Policy
• Procedures for Managing Records
1. Procedures for Searching in Laserfiche
Purpose
The purpose of these procedures is to provide the steps for searching in the City’s Records Repository.
These procedures define the steps taken to search for records in Laserfiche.
Common Searching in Laserfiche
• Log into Laserfiche with username and password and navigate to the City’s Records Repository.
• Use the search bar at the top of the page. Laserfiche is automatically set to “Common” search.
• Type in a search term and click the magnifying glass icon.
• The search results will appear in the middle of your screen. The “Context Hits” pane on the
bottom of the screen will show where the search term appears in that particular document.
• Either click open the document in the middle of the screen or double click the page result in the
“Context Hits” pane on the bottom of the screen to take you to a specific page.
• If you double click the specific page of a document in the “Context Hits” pane, you will see the
search term highlighted in color.
• Use the “Find in Document” icon in the top left of the document to move through where the
search term is found.
Advanced Searching in Laserfiche
• For advanced searching, click “Advanced” to the right of the search bar. An “Advanced Search”
window will appear.
• A “Common” search bar will automatically appear for you to type in a search term.
• Use the “Search Types” drop-down menu to select the advanced searching tool you’d like to
use.
• Here you can search by “Field”, “Name”, “Within Folder”, etc. to narrow your search down. If
you choose to search by “Field” you can search for a certain template and its metadata.
• Once you have selected the criteria for your advanced search, click “Search”.
• The search results will appear in the middle of your screen. The “Context Hits” pane on the
bottom of the screen will show where the search term appears in that particular document.
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Procedures for Searching, Storing, and
Deleting Records in Laserfiche
• Either click open the document in the middle of the screen or double click the page results in the
“Context Hits” pane on the bottom of the screen to take you to a specific page.
• If you double click the specific page of a document in the “Context Hits” pane, you will see the
search term highlighted in color.
• Use the “Find in Document” icon in the top left of the document to move through where the
search term is found.
2. Procedures for Scanning, Uploading, and Importing to Laserfiche
Purpose
The purpose of these procedures is to provide the steps for adding documents to the City’s Records
Repository. These procedures define the steps taken to scan, import and upload records into Laserfiche.
Scanning Paper Directly to Laserfiche
• Prepare documents (i.e. remove paperclips and staples, make sure pages are facing the same
way, etc.)
• Log into Laserfiche and navigate to the Repository.
• Choose your department’s folder which you will be scanning into.
• Click on the scanning icon in the upper left corner. A new window for scanning will open.
• Place the pages to be scanned in the scanner. Scan one document type at a time (e.g.
Resolutions, Ordinances, Minutes, etc.).
• Click the “Start Scanning” at the top middle of the screen. Pages will be pulled through the
scanner. Once scanned in, the pages will show up as thumbnails on your computer screen.
• Count the pages on the screen to ensure all pages came through. Delete the pages that are
blank.
• If multiple documents are scanned in at the same time, separate the documents by right clicking
the first page of the document you want to separate out and click “Separate”.
• Give the document a name in the “Default Document Name:” field on the top right of the
screen.
• In the “Document Properties” pane, select a template from the “Template” drop-down menu.
• Index the document by filling in the metadata.
• Once all indexing is complete, click “Store” on the bottom of the indexing pane. The document
will be moved into is respective folder.
Note: If you scanned in multiple documents at one time, make sure all indexing fields are
complete for each document before moving to the next document.
Importing to Laserfiche
• Click the “Import” icon on the top right of the screen.
• The “Import File” screen will appear. Click “Browse” and find the document to be imported.
• Click “Open” to import the document to Laserfiche and click “OK” in the “Import File” window.
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
VERSION 1 DATED: 10.06.2025
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CITY OF BURLINGAME
Procedures for Searching, Storing, and
Deleting Records in Laserfiche
• A new window will appear. Click the “Fields” tab, and choose a template from the drop-down
menu.
• Fill out the metadata fields and click “Import”. The document will then be sent to its assigned
folder.
Drag and Drop to Laserfiche
• Open your department’s folder in Laserfiche.
• Open location of document you wish to save to Laserfiche.
• To drag a document to your department’s folder for indexing, left click and hold down on the
mouse while dragging the document over into the chosen folder. Release your hold on the left
click of the mouse once the document is over the chosen folder.
• After the document has been uploaded, a new window will pop up. Click the “Fields” tab and
choose a template from the drop-down menu.
• Fill out the metadata fields and click “Import”. The document will then be sent to its assigned
folder.
3. Procedures for Deletion of Records from Laserfiche
Purpose
The purpose of these procedures is to provide the steps to completed in destroying “official” electronic
City records stored in the City’s Records Repository once their retention period has passed. Records
that reside outside of the Laserfiche Repository are not addressed in this procedure.
Procedures
Annually, the City Clerk will initiate the process to delete obsolete electronic official records from
Laserfiche.
• The City Clerk contacts the City Attorney requesting information regarding any active or
potential legal action(s) against the City to determine which category(s) of records may be
relevant to the action and therefore should be preserved and placed on a Legal Hold.
• The City Clerk searches for the relevant records, suspends their destruction date, and annotates
the records to indicate that they are on a Legal Hold.
• The City Clerk prepares a Records Notification containing a list of records eligible for deletion
based on the Retention Schedule requirements. The notification specifies the date on which
deletion of these records is scheduled to occur.
• The City Clerk sends the Records Notification to departments regarding the required deletion of
obsolete electronic records in Laserfiche. Included in the notification is a link to the Retention
Schedule and who to call with questions. The Records Notification is to include the following:
o Record categories that shall not be deleted due to their relevance in a legal action.
o The list of records eligible for deletion according to the City’s Retention Schedule.
o The date on which the obsolete records will be deleted.
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
VERSION 1 DATED: 10.06.2025
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CITY OF BURLINGAME
Procedures for Searching, Storing, and
Deleting Records in Laserfiche
• Departments are to notify the City Clerk’s Office within the specified timeframe on the Records
Notification if any of the records to be deleted should be exempt from deletion and provide
justification. In addition, departments are to notify the City Clerk if any of the documents on the
list should be considered as having historical value.
• The City Clerk prepares a Records Destruction Form for each department with records that have
been approved by the Departments and Retention Schedule for deletion from Laserfiche. This
form is to be approved by the Department Head, the City Clerk, and the City Attorney prior to
records being deleted.
• The City Clerk maintains the documentation of compliance with these guidelines in accordance
with the Retention Schedule.
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A
Updated 11/24/20
laserfiche.com 1
Laserfiche Cloud Security and Compliance
Laserfiche Cloud provides a scalable and secure environment for organizations across industries to
automate processes, centralize content and address compliance requirements.
Security
Advanced data protection for your content with Laserfiche Cloud's robust security, administrative
controls and advanced audit trail capabilities.
Tenant isolation - Laserfiche Cloud provides tenant isolation by logically segregating customer
data between accounts. Customers do not have access to any other customer’s data or services.
Encryption in transit - All data sent between Laserfiche customers and applications is encrypted
in transit using Transport Layer Security (TLS) with Perfect Forward Secrecy (PFS).
Encryption at rest - Data-at-rest in Laserfiche Cloud is protected using industry-standard AES-
256 encryption.
Vulnerability scanning - Laserfiche performs a vulnerability scan of backend servers that run in
the Laserfiche Cloud hosting environment.
Penetration testing - Laserfiche engages third-party vendors to conduct external penetration
testing of the Laserfiche Cloud system.
Intrusion detection - Laserfiche Cloud utilizes host-based intrusion detection systems to reduce
the risk of data theft by individuals or organizations attempting to gain unauthorized access.
Firewalls - Laserfiche Cloud's firewall configuration settings are regularly revi ewed based on
industry standards.
Fine-grained access control - Administrators can use access rights to limit and control access to
individual documents and objects. For example, security tags restrict access to documents on a
document-by-document basis.
Access rights - Administrators can configure access rights and privileges to limit actions that
users can perform across the repository based upon role assignments or group memberships.
Multi-factor authentication - Multi-factor authentication can be enabled for a Laserfiche Cloud
user account.
Single sign-on - Laserfiche Cloud supports single sign-on with Active Directory Federation
Services (ADFS) and Security Assertion Markup Language (SAML).
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Password policies - Laserfiche Cloud supports industry-standard password controls, such as
password minimum length, complexity and history.
Repository audit log - The Laserfiche Cloud repository audit log includes details of user actions,
including viewing, modifying, creating and deleting documents, and similar operations on
metadata and other repository objects.
Repository application auditing - Laserfiche Cloud supports auditing of both access to, and
modification of, objects in repositories.
Compliance
With Laserfiche, governance and compliance can be a seamless part of how your organization operates.
SOC 2 Type 2 - This report details the controls for Laserfiche Cloud related to the criteria for the
security, availability, and confidentiality principles set forth in TSP section 100, 2017 Trust
Services Criteria for Security, Availability, Processing Integrity, Confidentiality, and Privacy
AICPA, Trust Services Criteria).
Privacy regulatory compliance - Laserfiche addresses privacy regulatory requirements in
Laserfiche Cloud and as part of our business operations. This includes the California Consumer
Privacy Act (CCPA) as well as leading international privacy standards such as the General Data
Privacy Regulation (GDPR) of the European Economic Area. For more information, see:
https://www.laserfiche.com/legal/privacy/.
International data transfers and EU/Swiss/U.S. Privacy Shield Framework comp liance -
Laserfiche complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S.
Department of Commerce regarding the collection, use and retention of personal data
transferred from the European Union to the United States. Laserfiche has certified to the
Department of Commerce that it adheres to the Privacy Shield Principles. For more information,
see: https://www.laserfiche.com/legal/privacy/#privacy-shield-framework-compliance.
Data processing agreement - Laserfiche's Cloud Subscription Agreement incorporates, by
reference, a standard data processing agreement for customers with operations in the European
Economic Area.
WORM Compliance for SEC 17a-4 - Laserfiche Vault is a solution package of services and cloud-
based features that supports stringent non-alterable record archival requirements such as
WORM (write once, read many) compliance required by SEC Rule 17a-4 for broker dealers.
Beyond financial services, Laserfiche Vault’s strict compliance mode can also be applied to
support rigorous records management practices for electronically stored information (ESI)
requiring prevention of any unauthorized alternations or deletions of digital records.
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Voluntary Product Accessibility Section 508 Compliance - Laserfiche has published VPATs
available for Web Client, Public Portal and Federated Search.
Reliability
Laserfiche's preventative, detective and corrective controls reduce risk while increasing uptime
and availability.
Business continuity and disaster recovery programs - Laserfiche Cloud SaaS services are hosted
in multiple regions. Regions consist of multiple availability zones that are comprised of multiple
data centers. These data centers are housed in separate facilities with redundant power,
networking and connectivity.
Laserfiche Cloud service levels - Laserfiche publishes a status page that displays the current
status of Laserfiche Cloud applications, maintenance notices and outage reports.
Automated backups - Laserfiche Cloud customer data is backed up multiple times per day.
Backups are retained for defined periods with support for point in time recovery. All backup
data is encrypted. Backup data is replicated and stored in geographically separate data centers.
Backup and restoration is tested on at least a quarterly basis.
Records Management
Easily manage the lifecycle of documents and get notified when documents are ready for disposition.
Auto-filing and classification - Auto-file newly created records according to industry regulations
and corporate policies, and automatically classify and apply disposition schedules and other
retention policies to incoming records.
Notifications - Automatically notify records managers when a record needs to be archived or
destroyed based on the record type.
Deployment across devices - Enforce records management policies across all devices including
mobile phones, tablets, laptops and desktops by storing only one copy of a record in a
centralized repository.
Disposition schedules - Automatically classify and apply disposition schedules and other
retention policies to incoming records.
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Record transparency - Provide business units with multiple ways to view records without
impacting the overall file plan and allow users who are not records managers to access
documents without exposing the records management design.
Records management search filters - Allow records managers to search for records based on
retention schedules or cut-off dates.
Centralized location for records - View the record timeline, modify properties of records, record
folders, and record series, and perform record actions such as cutoff or final disposition, all from
a single location.
Docusign Envelope ID: 9EC87010-609C-4D21-8464-2F4DD085380A