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<br />"'I <br /> <br /> <br />40 <br /> <br />- <br /> <br />pLfASANTONo <br /> <br />City Council <br />Staff Report <br /> <br />April 18, 2006 <br />City Clerk <br /> <br />SUBJECT <br /> <br />APPROVAL OF REVISED RETENTION PERIODS FOR <br />THE CITY RECORDS (LIVERMORE PLEASANTON FIRE <br />DEPARTMENT) <br /> <br />STAFF RECOMMENDATION: <br /> <br />Adopt the attached resolution approving a revised Retention <br />Schedule for Livermore Pleasanton Fire Department records. <br /> <br />SUMMARY: <br /> <br />The City Council last adopted a Retention Schedule for City records in <br />1995. After reviewing the history of activity regarding various active and <br />inactive Records for the Livermore Pleasanton Fire Department, staff <br />believes that the Retention Schedule should be revised to reflect more <br />accurately the Records Management Program requirements. <br /> <br />Honorable Mayor and Members of the City Council: <br /> <br />BACKGROUND <br /> <br />In 1983, the City Council adopted a comprehensive Retention Schedule for application to <br />all City records. The Retention Schedule reflects the length of time a file is in the office and <br />actively used, as well as when the file should be transferred to inactive records and retained until <br />destroyed in the usual course of business. That Retention Schedule was amended in 1986, 1995 <br />and 2004, to review all records categories. <br /> <br />Retention periods for the City records are essential to the continued success of the Records <br />Management Program. The retention periods are based on a combination of administrative and <br />legal requirements within each department. After reviewing the history of the Records <br />Management Program and conferring with the Livermore Pleasanton Fire Department, it is <br />staff s belief that it is necessary to amend the Retention Schedule. <br /> <br />SR 06: 105 <br />Page lof2 <br />