Resolution 1093
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RESOLUTION NO. 1093
A RESOLUTION ESTABLISHING RECORDS RETENTION SCHEDULE AND AUTHORIZING
DESTRUCTION OF USELESS RECORDS.
WHEREAS, certain old and useless papers and records have
accumulated over the years and have not only taken up valuable space in
the city offices, but have hampered the effectiveness of the whole record
system of the city; and
WHEREAS, the city has contract with Stuart Davis, Records Manage-
ment Consultant, to reorganize the city filing system, and he has recom-
mended that a retention and disposal schedule be established empowering
the various city officers to retain and dispose of certain old and use-
less papers and records under certain conditions;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City
of G i 1 roy:
1. IICity Records" shall include all original or record copies
of all bobks, papers, maps, photographs, reproduction or other documentary
materials, regardless of physical form or characteristics, made or received
by any officers, department, board or commission, or other govern~ental
agency of the city in pursuance of any statute or ordinance, or in connec-
tion with the transaction of public business and preserved or appropriated
for preservation as evidence of the organization, functions, policies,
dut~es, procedures, operations, or other activities of the city, or be-
cause of the informational value of the data contained therein. IICity
Records" shall not include library and museum material or material acquired
and preserved solely for the reference or exhibition purposes.
2. The Files Management Manual for the City of Gilroy and the
Schedule, entitled '~ity of Gilroy Record Retention Schedul&1 attached
hereto, is hereby adopted. Records will be maintained in accordance with
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the City of Gilroy's Files Management Manual. The head of each,office,
department, board or commission of the City of Gilroy is hereby directed to
retain the records of his office listed therein in his office ~or a period
of time 1 isted under the column "Officell and unti 1 they are no longer needed
for the current business of his office, and to retain such records for
the total period of time therein listed under the column entitled IITotal".
3. The head of each office, department, board or commission
is hereby authorized to destroy from time to time useless records of his
office after the expiration of the total retention period set forth in
the Records Retention Schedule with written approval of the department
hea~ City Attorney and City Admi n i strator.
4. The signed IIDestruction of Records Noticell certificate of
records destroyed will be retained permanently.
PASSED AND ADOPTED by the City Council of the City of Gilroy,
Ca 1 i forn i a th i s 20thday of Karch
, 1967 by the following vote:
AYES:
NOES:
COUNCIL MEMBERS: Allemand,Duffin,Eckard,Goodrich,
Wentworth, and Petersen.
COUNCIL MEMBERS: None
ABSENT:
COUNCIL MEMBERS: Quartiroli
APPROVED:
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Mayor
ATTEST:
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City Clerk
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I, SUSANNE E. PAYNE , City Clerk of the City of
Gilroy, do hereby certify that the attached Resolution
No. 1093 is an original resolution, duly adopted by
the Council of the City of Gilroy at a regular meeting
of said Council held on the 20th day of March
19-2L-, at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand
and affixed the official seal of the City of Gilroy, this
24th day Ma rch , 19~.
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C ty Clerk of the Cit