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File #: 21-0739    Version: 1
Type: Agenda Item Status: Approved
File created: 4/26/2021 In control: Board of Supervisors
On agenda: 6/22/2021 Final action: 6/22/2021
Title: Health and Human Services Agency recommending the Board adopt and approve the attached Public Guardian Records Retention Schedule Resolution 062-2021, in accordance with Board of Supervisors Policy A-9. FUNDING: N/A
Attachments: 1. A - Approved CRS PG Record Retention Resolution 6/22/21, 2. B - Public Guardian Record Retention Schedule Resolution, 3. C- Policy A-9 6/22/21, 4. Executed Resolution 062-2021
Title
Health and Human Services Agency recommending the Board adopt and approve the attached Public Guardian Records Retention Schedule Resolution 062-2021, in accordance with Board of Supervisors Policy A-9.

FUNDING: N/A
Body
DISCUSSION / BACKGROUND:
In accordance with Board of Supervisors Policy A-9, all departments of the County shall submit a Records Management Retention Schedule to the Board of Supervisors.

The Public Guardian (PG) Office has successfully managed historical documentation files within their office. However, after a review and assessment of historical files the PG determined that there is no longer sufficient space available to securely store the necessary records. After contacting the County Records Management staff, it was determined that in order to submit files to the Records Management office for storage, HHSA would need the Board to adopt and approve the Retention Schedule Resolution.

The Public Guardian Office has identified records that should be stored prior to destruction for a period of ten years after a conservatorship ends, or after the estate or conservatorship is settled. Reference: Title 9 California Code of Regulations (CCR) 784.28(a); Title 22 CCR 75055(a); Title 22 CCR 79807(c); Title 42 CFR 482.24(b)(1); Assembly Bill (AB) 1688 Chapter 511, Statues of 2017. California (CA) Probate Code §§ 7600-7666, 2900-2955; CA Government Code §§ 24350-24356

ALTERNATIVES:
Should the Board decline to adopt and approve the attached Record Retention Schedule Resolution, the Public Guardian Office would be unable to transfer documents to the Records Management Office for appropriate and secure storage.

PRIOR BOARD ACTION:
May 9, 1989 Agenda No. 44 item to approve Policy A-9.

OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel

CAO RECOMMENDATION:
Approve as recommended.

FINANCIAL IMPACT:
There is no financial impact associated with this Board item.

CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to ob...

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