MEETING DATE: 8/23/2016
DEPARTMENT: CLERK OF THE BOARD OF SUPERVISORS
DEPT HEAD/DIRECTOR:
AGENDA ITEM PREPARER:
SBC DEPT FILE NUMBER: 119
SUBJECT:
COUNTY ADMINISTRATIVE OFFICE - R. ESPINOSA
Approval of professional services contract with Gladwell Government Services to complete a county-wide Records Retention Schedule, in the amount not to exceed $20,000.
SBC FILE NUMBER: 119
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
California Government Code Section 12236 requires local government agencies to maintain a records retention schedule in accordance with guidelines and regulation established by the California Secretary of State's Office. The schedule is a key component of local agency compliance with the California Public Records Act adopted by the California State Legislature in 1968.
Presently, the County of San Benito does not currently have, nor has the County ever had, a unified Records Retention Schedule or county-wide policy addressing records retention. In the past, individual departments have presented their own schedules to the Board as needed.
The County Administrative Office directed the Clerk of the Board to address administrative and policy needs within the office that include not only records retention but also Boards and Commissions, Agenda Management, Contract Management and general Clerk of the Board operations.
The preparation of a unified Records Retention Schedule will provide the Board of Supervisors and all administrative departments with the most up to date legislative and legal guidance available by providing a baseline for the identification, administration and preservation of official policy documents.
The Records Retention Schedule will also provide the public with expectations regarding which information is readily accessible via our Laserfiche online Weblink system.
BUDGETED: