CC Resolution No. 12-039 Records Retention Schedule RESOLUTION NO. 12-039
A RESOLUTION OF THE CUPERTINO CITY COUNCIL AMENDING THE CITY
OF CUPERTINO RECORDS RETENTION SCHEDULE TO ADD SPECIFIC
RECORD TYPES AND EXTEND TIME LINES ON CERTAIN RECORD TYPES
WHEREAS, on March 4, 2002, the Cupertino City Council adopted Resolution No.
02-037 adopting the Local Government Retention Guidelines Administered by the California
State Archives Division of the Secretary of Stare's office as the records retention schedule for
the City of Cupertino; and
WHEREAS, the City of Cupertino has decided that some records should be added and
some records should be retained on a longer schedule than specified by the Local Government
Retention Guidelines for ease of locating documents and responding to public requests, as
well as retaining for historical purposes.
NOW, THEREFORE, BE IT RESOLVED that the following items are added to the
City of Cupertino records retention schedule:
1. Permits (massage, solicitor, handbill, and taxi) with a retention of CL + 2
2. Claims for State mandate reimbursements to be kept 3 years from the date of payment
from the Secretary of State
3. City Manager's Annual Report to be kept as a permanent record beginning with the
report dated August 19, 2002
NOW, THEREFORE, BE IT RESOLVED that the following items have a longer
retention period:
RECORD TYPE PREVIOUS RETENTION CURRENT RETENTION
Council and Planning CU + 2 P (in Laserfiche system)
Commission packets
(agendas and staff reports)
Planning Department general CU +2 CU + 3
subject files
Contracts and agreements T+ 5 p
(excluding capital
improvement items which are
already a permanent record)
Case files (including CL+2 CU + 5 (for potential
building, property& zoning litigation and
violations) investigated by interdepartmental efficiency)
Code Enforcement
LEGEND
CU = Current Year P = Permanent
CL = Closed/Completion T= Termination
Resolution No. 12-039
NOW, THEREFORE, BE IT RESOLVED that the Cupertino City Council hereby
rescinds Resolution No. 02-037 and adopts the current resolution to include the changes to
Cupertino's records retention schedule as noted above.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Cupertino this 1st day of May, 2012 by the following vote:
Vote Members of the City Council
AYES: Santoro, Mahoney, Chang, Sinks, Wong
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST: APPROVED:
Grace Schmidt, Acting City Clerk Mark Santoro, Mayor, City of Cupertino
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