REPORT TO THE CITY COUNCIL
DATE: May 2, 2019
FROM: YVONNE SPENCE, City Clerk
City Clerk’s Office
SUBJECT
Title
***RESOLUTION - Creating Roles and Responsibilities for the Citywide Records Management Program (Subject to Mayor’s veto)
Body
RECOMMENDATION
It is recommended Council approve the Resolution to implement roles and responsibilities for the Citywide Records Management Program.
EXECUTIVE SUMMARY
At this time there are no guidelines or training provided to staff in regards to managing the City’s records. Approving this resolution and the attached Citywide Records Management Program will provide training and assistance needed to manage the City’s records properly.
BACKGROUND
Resolution 2008-243 adopted a citywide records retention schedule for the City of Fresno.
This resolution was adopted in 2008 and few updates to it have been made. While this resolution provides information on the City’s records retention schedule, it does not include ownership and responsibility for managing a Citywide Records Management Program. Ownership and responsibility is needed in order to provide structure and to define roles and responsibilities.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines section 15378, this item does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference is not implemented because this item does not involve a construction or services contract.
FISCAL IMPACT
Implementing the Citywide Records Management Program will not impact the City’s budget for fiscal year 2018-19, however if approved, a request will be made during the budget process to approve an additional position titled Records Supervisor for fiscal year 2019-20.
Attachments: Resolution
Exhibit A - City of Fresno Records Management Program