Title
Clerk of the Board recommending the Board adopt and authorize the Chair to sign Resolution 003-2026 approving the revised Records Retention and Disposition Schedule for the Board of Supervisors. This action will formally rescind all previous Retention Schedules and associated Resolutions, including but not limited to Resolution 183-2007 and Resolution 088-2025, ensuring alignment with current recordkeeping standards and practices.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
The Board of Supervisors’ Records Retention and Disposition Schedule was updated on July 15, 2025. As part of this update, a comprehensive review of record categories was conducted, including those related to the Assessment Appeals process.
Upon further analysis, it was determined that Assessment Appeals hearing minutes do not require permanent retention. This decision aligns with applicable state regulations, including California Code of Regulations, Title 18, Property Tax Rule 305(g), which allows for the destruction of assessment appeal records after a specified period-typically five years after final action, or three years if the records have been properly imaged or preserved electronically.
The change reflects a shift toward more efficient records management practices, ensuring that only records with long-term administrative, legal, or historical value are retained permanently. This adjustment also helps reduce storage burdens while maintaining compliance with state and local retention standards. By aligning retention practices with current operational needs and legal standards, the County can maintain transparency and accountability while streamlining its records management processes.
ALTERNATIVES
The Board could choose to not approve the proposed Board of Supervisors Records Retention and Disposition Schedule or direct staff to revise.
PRIOR BOARD ACTION
The Board of Supervisors’ original Retention Schedule was adopted under Resolution 129-91, with subsequent amendments approved by Resolution 311-2000 and Resolution 074-2003.
Legistar file 07-1201 - July 17, 2007 - Board approved Resolution 183-2007, a revised Retention Schedule was established, formally rescinding and superseding all prior schedules and related resolutions to ensure consistency and alignment with current records management practice at the time.
Legistar file 25-1157 - July 15, 2025 - The Board of Supervisor' Retention Schedule was updated
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no financial impact associated with this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Document on Resolution 088-2025 it has been rescinded by this Resolution.
Obtain the Chair's signature on the Records Retention and Disposition Schedule Resolution.
Provide the Records Center Manager an updated Records Retention and Disposition Schedule.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Kim Dawson, Clerk of the Board of Supervisors