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Resolution 1093 .",. ...... 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 - 1 - I (jq3 /- 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: ---?'(4 !/~~ Mayor ATTEST: ,/') ~ ~ ,,...4"!ZIQttm1db ;/ City Clerk / - 2 - ... ~ .,~ -~:' i - .. t 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~. .-, 'sU4 C ty Clerk of the Cit