Title
Clerk of the Board recommending the Board adopt and authorize the Chair to sign Resolution 088-2025 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, ensuring alignment with current recordkeeping standards and practices.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
On May 9, 1989, the Board adopted Policy A-9, establishing a countywide directive for all Departments to conduct comprehensive records inventories and implement formal records management programs aimed at ensuring proper retention, access, and disposal of official records. In recognition of evolving technology and the growing importance of digital information systems, the Board approved revisions to Policy A-9 on May 20, 2025. These updates introduced a digitalization component to support more efficient recordkeeping, improved accessibility, and long-term preservation of County records in digital formats. The Board also designated the Clerk of the Board's Office as the lead department responsible for overseeing the County’s Records Management Program, providing centralized guidance, coordination, and accountability for compliance with records management standards and digital transformation efforts across all departments. The updates to the Records Retention and Disposition Schedule were made to incorporate a digitization component, facilitating the transition to electronic recordkeeping where appropriate, and to ensure full compliance with current legal and regulatory requirements.
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.
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 183-2007 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