2016/08/23 City Council Resolution 2016-84RESOLUTION NO. 2016-84
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING A RECORDS MANAGEMENT POLICY FOR THE
CITYWIDE RECORDS MANAGEMENT PROGRAM
WHEREAS, the Records Management Policy (attached as Exhibit A), establishes
comprehensive and uniform methods for the cost effective and efficient management of the City's
public records including creation, utilization, maintenance, security, retention, storage,
preservation, and destruction, in accordance with legal requirements and professional standards;
and
WHEREAS, the Records Management Policy provides standards and structure to the
citywide records management efforts of the city as well as a source for archival and records
management guidance; and
WHEREAS, the Records Retention Schedule and the Records Management Policy work
together for a cohesive citywide Records Management Program.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that,
1. The Records Management Policy is hereby adopted.
2. The City Manager is directed to implement the Records Management Policy in each
City department and division.
DULY AND REGULARLY ADOPTED this 23t" day of August, 2016.
ATTEST:
Caitlin Saldanha, Deputy City Clerk
Attachment: Exhibit A
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City of Rohnert Park I Records Management Policy
Page 2 J
Table of Contents
Introduction..................................................................................................................................................4
Scope, Modifications and Additions of this Manual.................................................................................4
ContactUs.................................................................................................................................................5
Chapter 1 - Establishing a Records Management Program............................................................................6
Designating a Records Coordinator..........................................................................................................6
RecordInventories....................................................................................................................................7
Chapter 2 - Filing & Storage Practices...........................................................................................................8
ChoosingFiles to Maintain........................................................................................................................8
SelectingStorage Areas............................................................................................................................8
NamingConventions.................................................................................................................................9
FileProgram Index......................................................................................................................................9
FileTracking............................................................................................................................................10
Audits......................................................................................................................................................10
Disposition..............................................................................................................................................10
Chapter3 - Electronic Files.........................................................................................................................11
ElectronicFile Storage.............................................................................................................................11
FileFormats.............................................................................................................................................11
Storage....................................................................................................................................................12
Chapter4 - Identifying Records..................................................................................................................13
Whatis a Record?...................................................................................................................................13
Non-Records...........................................................................................................................................13
Whatis a Record?....................................................................................................................................15
Chapter 5 - Access, Privacy and Freedom of Information..........................................................................16
Chapter6 - Disposition of Records.............................................................................................................17
City of Rohnert Park I Records Management Policy Page 3
Preservation of Permanent Records.......................................................................................................17
Imagingof Records.................................................................................................................................18
Destructionof Records...........................................................................................................................19
Chapter 7 - City of Rohnert Park Retention Schedule.................................................................................20
Maintenance of the City's Records Retention Schedule.........................................................................
20
Utilization of the Records Retention Schedule..........................................................................................20
Appendix A - Record Disposition Authorization..........................................................................................22
Form 2016-001 Authorization to Disposition Records after Imaging ......................................................
23
Form 2016-002 Authorization to Transfer Records to storage facility for Rohnert Park History ............24
Form 2016-003 Authorization to Destroy Records.................................................................................
25
Form 2016-004 Record Inventory Worksheet— Employee Records.......................................................26
Form 2015-005 Worksheet Non -Employee Records...................................................................................28
Appendix B - File Program Naming Conventions..........................................................................................30
SpecialCharacters...................................................................................................................................30
Date.........................................................................................................................................................
30
MultipleVersions....................................................................................................................................30
Abbreviations..........................................................................................................................................
31
AppendixC - Box Label................................................................................................................................33
Appendix D - Conducting a Records Inventory............................................................................................34
Form2016-006 Worksheet.....................................................................................................................35
City of Rohnert Park,I Records Management Policy Page 4
Introduction
Records should be easily accessible, aid staff in completing their work, and not be cumbersome. They should
not be an impediment to work, but instead facilitate the efficient operation of the city. A sound Records
Management Program provides many benefits to the staff that use it and the public who have a right to
examine the City's records. This manual is designed to assist city staff and department level Records
Coordinators in the management of the City's records, and to ensure the preservation of records that
document the history of the City.
In addition, to the City's own established policies on records management the City is obligated to ensure that it
is in compliance with other local, state, and federal mandates that provide direction to the City regarding
Records Retention.
In California, the elected Secretary of State is charged with establishing a Local Government Records Program
(CA GC 12236). The Program was established in 1999, with the assistance of the City Clerk Association of
California, and is overseen by the State Archives.
Locally, the Rohnert Park City Council and the City Clerk of Rohnert Park provide direction and adopt
policies regarding the production, maintenance, preservation, and disposition of records. This is mainly
accomplished by the creation, implementation, and adherence to the City's Records Retention Schedule. The
City's Records Retention Schedule is adopted by the City Council and maintained as necessary by the City
Clerk.
Scope, Modifications and Additions of this Manual
This manual is intended to be a reference guide for City Staff whose job includes the management of City
Records. It is intended to be used in concert with the City's Records Retention Schedule. Staff with questions
about records management that cannot be determined after reviewing the Records Retention Schedule, the
associated procedures, and this manual shall contact the City Clerk or his/her designee (Records Manager)
for additional assistance. Because processes for managing records reflect activities that are constantly
changing, the retention requirements for records frequently require revision as well. Consequently this manual,
Records Retention Schedule, and disposition schedules often need modification or additions in order to be
realistic and effective. There may be some retention periods and disposition requirements within the
Records Retention Schedule that may change between major reviews of the schedule. The Office of the City
Clerk welcomes all comments and suggestions concerned with improvement of Records Retention Schedules
through modifications and additions.
City of Rohnert Park's Records Management Policy Page 5 J
Contact Us
For further information on any records management or preservation questions, please contact:
Office of the City Clerk
130 Avram Avenue
Rohnert Park, CA 95814
707-588-2227
Email: cityclerk@rpcity.org
Website: www.rpcity.oM
City of Rohnert Park I Records Management Policy Page 6 1
Chapter 1 - Establishing a Records Management Program
A successful Records Management Program, must accomplish several important tasks. First, the Records
Management Program must make top management aware of the goals of the Program and the importance of
achieving them. Secondly, the Records Management Program must strengthen and maintain an ongoing
relationship between top/mid-level management and the Records Manager. The Records Management Program
can accomplish this by keeping middle and top management staff informed of changes in records management
policies.
Every day the City of Rohnert Park produces records that document the actions of the government and the
history of the community. It is the responsibility of the Records Manager to effectively maintain and
manage these records and to ensure the continued preservation of those records as essential evidence that has
enduring and permanent value.
Records management is more than retention, storage, and disposition of records; it entails all record-keeping
requirements and practices that allow an organization to establish and maintain control over information
flow and administrative operations. Complete Records Management Programs control and manage records
throughout their life cycle, from their creation through active use, inactive storage, and final disposition.
Objectives of a Records Management Program:
• Provides policies and procedures for records management;
• Conducts a survey or inventory of records in all formats;
• Utilizes technology to create, store, and retrieve records;
• Ensures appropriate destruction of Records at the end of their retention period;
• Ensures storage of inactive records in a cost-effective and secure location;
• Identifies and preserves vital records;
• Identifies and preserves permanent records;
• Develops a disaster preparedness plan to protect and recover records;
• Implements filing and indexing programs.
Benefits of a Strong Records Management Program:
• Space savings;
• Reduced expenses for filing equipment;
• Increased efficiency of information retrieval;
• Compliance with Records Retention Schedule requirements;
• Identification and protection of vital records;
• Control over creation of new records;
• Reduction in risk associated with inappropriate retention of records;
• Identification of historical records.
Designating a Records Coordinator
Each department shall designate a person who serves as the department's primary Records Coordinator. This
person will implement the department's records Program, coordinate the legal disposition of department
records, oversee public records requests made to the department, and serve as a liaison between the City's
City of Rohnert Park`s Records Management Policy Page 7
Records Manager and the department. This position does not have to be a formally designated position
whose sole responsibility is records oversight. Often this person is a manager or supervisor in an
administrative unit to whom the Department Director can delegate decision making authority over the
department's records.
Record Inventories
A critical part of establishing a records management Program is to identify existing records. Agencies need to
know what records they have, where they are kept, the volume of records, and how they are used, and how
long to retain them. Inventories, are not conducted on a record by record basis; instead, an inventory is
captured at the record series level (see Records Retention Schedule) and should include the following
information:
Record series — this should match the City's Records Retention Schedule and the Department of
Record. During an inventory, a new record series might be identified and need to be added to the
Records Retention Schedule. Example: Board and Commission recruitment is a function of the City
Clerk's office, in the Records Retention Schedule the City Clerk's Office is designated "CCO". Thus,
CCO becomes the records series. Example: Building Permits are a function of the Community Services
Department. In the Records Retention Schedule the Community Services Department, is designated
"CS." Thus CS becomes the records series.
• Format of Records — it is important to note if the record is in multiple places and/or formats. For
example, is the record kept in hard copy in the file room and kept electronically on a computer
drive? Ultimately records should not be held in more than one location; however, during an
inventory it is important to note where all records are currently stored so as to identify
duplications.
• Date Range of Records — it is important to be as specific as possible, making sure to include any
gaps in the record series.
• Level of Use — is the record actively or frequently in use, inactive storage, or at/near final
disposition.
Volume of Collection —approximate the size of the record collection and indicate on inventory list.
There are multiple ways to indicate the size of a record collection. For example, twelve (12) boxes of
records, four (4) file drawers, or nine (9) file cabinets..
Records inventories, when well planned; need not take days or weeks of staff time to conduct. The City's
Records Manager is available to prepare and assist staff with conducting records inventories and subsequently
creating a comprehensive Records Management Program. Begin inventories by listing active records and those
that are unique to the function of the department. Include all records in the inventory regardless of format or
storage location. Once these series are identified, describe them in such a way so that a person who has no
knowledge of the department or city can easily understand what is contained in the record series.
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Chapter 2 - Filing & Storage Practices
Filing and retention practices are applicable to both electronic and hard copy records. All of the principles
applicable to the paper filing Program are also applicable to the electronic filing Program. When creating
paper or electronic filing Programs, the department should be mindful in creating a filing Program that is
simple, easily accessible by all staff, used department wide, closely monitored to ensure proper and timely
disposition.
There are several different ways to establish a filing Program: alphabetical, numerical, alphanumeric, or series
driven. There are pros and cons to each type of filing Programs and one solution has not been set, nor is one
solution necessarily appropriate for citywide implementation. Regardless of what type of filing Program a
department uses, it is imperative that records are "filed" or kept in accordance to the City's Records Retention
Schedule. Contact the City's Records Manager for assistance developing a filing Program.
Choosing Files to Maintain
Maintaining filing Programs can be very costly; particularly paper filing Programs as they require the purchase of
filing supplies, space, and require staff time to establish, manage, and retrieve/file materials. Records
Coordinators should be mindful when determining which records, departments are going to maintain. Records
Coordinators shall consider the following:
• is this record listed on the City's Records Retention Schedule? All records maintained at the
department level should be listed on the Citywide or department specific portion of the Records
Retention Schedule.
• Does this record exist electronically? Records that exist electronically should not be printed for the
sole purpose of maintaining a paper copy. This creates unnecessary duplicates and will not be
acceptable in the City of Rohnert Park.
• is my department the primary office of record? If another department is responsible for originating
or maintaining a record a department may choose to keep it for a short time in a working file but
there is no need to maintain duplicate files across departments. For example, the Office of the City
Clerk is the office of record for City Council staff reports, resolutions, and ordinances. (Other
departments do not need to keep these records in paper or electronic files as the City Clerk's
Office is already doing so, and the records are easily accessible through the Citywide Content
Management System (CCMS).
Selecting Storage Areas
When deciding where files are going to be located several things should be considered:
• Is the file area easily accessible by records staff, and centrally located to the workgroup that will be
using the files?
• Is the room appropriate for records (i.e., space for the cabinets to be opened and closed with ease,
climate controlled (not damp or wet), well -lit and free of critters?
• Can the room or filing cabinet be secured to permit the storage of sensitive or confidential records?
• Can the access be restricted to prevent unauthorized removal and orderly return of files?
City of Rohnert Park ( Records Management Policy Page 9
Only shelving designed for file storage should be utilized. Paper is very heavy and weight of files can add
up quickly. Shelving and cabinets should be anchored to prevent toppling or collapse. Select shelving that can
hold a total of 50 pounds per square foot. The shelves should be spaced so that records storage boxes can
be easily placed and removed.
It is not ideal to store frequently accessed records in storage boxes. Reserve the use of storage boxes for records
at or nearing the end of their active period or that are going into long term storage. Boxes should be
uniform. It is recommended that boxes 15"X10"X12" (banker boxes), be used. Boxes that are larger are more
difficult to manage and move. Odd or multiple sized boxes do not stack well, and can cause a dangerous
collapse or damage records.
Boxes should be filled but not packed so tightly that records cannot be easily removed or inserted into the box.
When storing records in boxes, Records Coordinators should be sure to leave room for any records that
might need to be inserted into the box at a later date. Do not stack boxes directly on the floor, elevate them on
shelves in case of water leaks or flooding. Boxes should be clearly labeled with the contents and disposition
information on the outside of the box, on both short ends so that it is always visible. See Appendix C for box
label suggestions
Naming Conventions
When creating a naming convention Program, the Records Coordinator should consider utilizing commonly
understood words and terms for file naming, refraining from using abbreviations or jargon. The naming
convention that is established for a paper filing Program shall be designed so that it can be used in an
electronic filing environment and vice versa. There should be no more than five (5)
compone nts/keywords/metadata sections to a file name. Traditionally two of these items are the record
category and date. Dates should always consist of a four digit year; the recommended date format is
MMDDYYYY. When departments issue project numbers, permit numbers, or something similar where the
year is used, the year should be a four digit date. For example a police report should be 2011-0001, not 11-0001.
It is recommended that department's use categories established in the Records Retention Schedule, but may
choose to develop their own category list. For example, departments filing grant records might choose the
following file naming convention.
Grant Name / Date Grant Issued COPPSGrant_ 12012010
However a file name may be more extensive. For example a file regarding a building permit may contain the
date issued, the permit number, and the location of the permit.
Permit Number/ Date Issued / Location COM2010-0001_12012010_1234MainStreet
Note in this example that a four digit year is used and the word street is spelled out. This is important because
the City holds records from both the 1900's and 2000's, and this will be confusing in a two digit format. Equally
important is to spell out all words as different people will abbreviate the same words differently. Consult the
Records Manager for assistance as there are some universal records management abbreviations appropriate
for use. See Appendix B for additional naming convention standards and approved City abbreviations.
City of Rohnert Park ) Records Management Policy Page 30
File Program Index
When a filing Program is established, the department should index what records are filed and where they are
filed. File location (Department of Record) information is contained on the City's Records Retention Schedule.
The index can be as high level as listing the category of the record and the address of the file locations, or as
specific as listing the room, file cabinet, and drawer where the file is kept. This index should be updated as
records are added or removed from the Program and reviewed annually.
File Tracking
It is important to track files as they temporarily leave the filing cabinet, room, or are recalled from off-site
storage. A sign out card should be used and inserted into the location from where the file was removed. A sign
out card will show the date of the removal and who has the file. This will maintain the integrity of the Program
and aid in the retrieval of the record should it be needed while it is checked out.
Audits
Regardless of what filing Program is selected by the department, regular record audits must be
conducted. This will alert the Records Coordinator of the need to add a record type or series to the Records
Retention Schedule as well as purge records that have come to the end of their life cycle. The CCMS can audit
and track destruction dates of records, it can also audit who (employee), what (date edited, created, etc.), when
(actual record disposition).
Disposition
In a paper filing Program, it is recommended that when the Records Coordinator sets up a new file, that the
date the record is eligible for disposition is noted on the outside of the folder along with the record series
number from the retention schedule. If the folder contains records that will have different disposition dates,
note that on the exterior of the folder as well. This will alert the Records Coordinator that the folder will need to
be reviewed periodically for dispositionable items. For electronic records held in CCMS this date is
automatically assigned when the record is entered in the Program. If the department is using an electronic
Program other than CCMS, this information should be added to the file title or in the metadata/properties of the
file. Disposition will be a required field in the CCMS for future reference.
It is important to remember that just because a record exists, or a record is created, it is not required, expected,
or feasible that the record will necessarily live in perpetuity. Instead, disposition will be determined by record
type. Filing Programs need to be annually reviewed and disposed of in accordance with the Records Retention
Schedule. Permission must be requested prior to the disposition of records, and the approval paperwork will
then serve as the record of what occurred with the records.
City of Rohnert Park ) Records Management Policy Page 111 1
Chapter 3 - Electronic Files
The City of Rohnert Park utilizes an electronic repository to store both permanent and transitory documents. All
electronic records are subject to, and shall be dispositioned in accordance with the Records Retention Schedule.
The Citywide Content Management System (CCMS) is the City's official repository for electronic records (Laser
fiche) and is the "trusted system" for citywide records.
California Government Code does permit the City to destroy some original documents after they have been
scanned in accordance with the code. CCMS meets the requirements of this code section. However, some
records of historical nature that begin as hardcopy records, shall be retained regardless if they have been
scanned. This would include resolutions and ordinances of legislative bodies and permanent records according
to the Records Retention Schedule.
Electronic File Storage
While in the previous chapter it was noted that the guiding principles of file management are largely the same
for paper/hard copy files as they are for electronic files, some differences still remain. While electronic files
should be treated the same way as paper files when considering naming conventions, accessibility, retention
and disposition, electronic files can be assigned additional information known as metadata. Metadata is used to
enhance records searchability so careful thought should be given to create meaningful descriptors.
According to the National Information Standard Organization, "Metadata is structured information that
describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource."
The City of Rohnert Park uses sets of clear and ordered metadata to categorize records stored in CCMS. This is
called descriptive metadata used for basic identification through preset fields. The City Clerk's Office will
provide these fields and consult with each department for categorized records search in the CCMS.
Strong metadata sets are constructed from clear and universally understood vocabularies. Generally no
more than five (5) fields of metadata should be required for a record category. It is important to identify the
most likely material that would assist a person searching for a record. The metadata requirements should not
be so complex or extensive that it is difficult or cumbersome to maintain.
File Formats
When selecting the format for document storage, there are two main considerations:
1. What electronic format is permitted for archival storage of records by the California Secretary of
State? and
2. What format is universally accepted for use by staff and the public?
When selecting from the file formats permitted by the Secretary of State, it is important to consider the
accessibility of the format: is it something that is commonly understood? Most importantly is the format that has
been selected something that has had market longevity and proven migration examples. Electronic records can
be invaluable, but they can also become obsolete or worse unusable if the format they are stored in cannot
continue to migrate to new and available versions. Laser fiche or CCMS is a permitted archival storage system of
records.
City of Rohnert Park -I Records Management Policy Page 12
CCMS allows for the storage of many different software Program formats including files originating in Microsoft
Office, Portable Document Format and Format/A (PDF and PDF/A), extensible Markup Language (XML), and
Rich Text Format (RTF), as well as video and audio files.
Storage
There area variety of ways to store electronic files and media:
• CD/DVD or other removable drive;
• On a local computer;
• On the City network via a network drive folder; and/or
CCMS and is the preferred choice of the City of Rohnert Park's records.
Storage on CD/DVD, removable drives, and/or a local staff computer is not advisable. Records stored on these
mediums are very vulnerable and often difficult, (if not impossible), to restore if lost, stolen, or damaged. File
storage on the City's Network via a shared or network drive does provide more security and is backed up for
disaster recovery, but still is not the optimal storage place. Network drives usually have specific or limited
access, thereby preventing the easy access of City Records. Additionally, records stored on network drives may
not be regularly reviewed or purged and are not automatically retained. Ideally all of the City's electronic
records would be stored in CCMS. The system provides security and redundancy and also addresses retention
on the items stored in the system.
City of Rohnert Park I Records Management Policy Page 33
Chapter 4 - Identifying Records
The City of Rohnert Park comes into contact with numerous types of documents in its normal course of
business. Some of these documents are records requiring retention, but many are not.
What is a Record?
A record is a document that is 1) required to be kept by law; or 2) necessary or convenient to the discharge of a
public officer's duties and was made or retained for the purpose of preserving its informational content for
future reference. A record can take many forms including papers, maps, exhibits, magnetic or paper tapes,
photographic films and prints, punched cards, and other documents, and can include materials produced,
received, owned or used by an agency, regardless of physical form or characteristics.
The simplest way to identify if material is a record is to consult the City's Records Retention Schedule. If the
material in question is identified on the Records Retention Schedule, Records Coordinators are obligated to
maintain the record in accordance with the schedule. One of the most challenging aspects of records
management can be determining if a document or media is a record when it is not identified on the schedule. In
these situations the Records Coordinator should conduct the records test on the following page to assist them in
determining an initial finding regarding the record's status. If it is unclear if the material is a record or if it is
clear that the material is a record, but is not included on the Records Retention Schedule the Records
Coordinator should contact the City's Records Manager for additional assistance in making a determination.
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently
retained. These records require special care and consideration be given to their storage conditions and
enduring preservation. Examples of permanent records include, year-end reports, meeting minutes from Brown
Act governed bodies; resolutions, and ordinances. In many cases, the City of Rohnert Park will transfer these
historically valuable records to a Rohnert Park storage facility for safe keeping after their active use period has
passed. Most records do not have values that warrant their permanent preservation. Those records with short-
term value should be destroyed, upon reaching the end of their retention period.
Non -Records
Even though records include a broad spectrum of recorded information, not all information held by the City is
a record. For examples the following types of materials would not typically be records:
• Identical copies of documents maintained in the same file;
• Extra copies of printed or processed materials kept only for convenience or reference;
• Superseded manuals and other directives (maintained outside the office of record);
• Working papers, such as miscellaneous notices of community affairs, employee meetings, holiday
notices, Library and reference materials;
• Appointment logs;
• Notes or drafts assembled or created in the preparation of other documents; worksheets, and rough
drafts of letters, memoranda, or reports that do not represent the basic steps involved in the
preparation of the communication;
• Catalogs, trade journals and other publications or papers received from government agencies
commercial firms or private institutions that require no action and are not part of an action case record;
• Materials that have no substantial value, stocks of publications or blank forms that are kept for supply
City of Rohnert Park;I Records Management Policy Page 34
purposes only; and
• E-mail communications not retained according to the City's Email Retention Policy, such as letters of
Transmittal and acknowledgements of receipt which do not add any information to the material
transmitted.
Non -records do not require retention scheduling or destruction authorization or reporting. To control
excessive accumulation, it is necessary to keep only current, useful materials and to destroy non -records
immediately after needs have been satisfied. Staff should take care not to file non -record material with records.
City ofRohnert Park J Records Management Policy Page 15
What it A RPcnrd?
Does the;l
If you answered NO to the questions, the
ions
material is most likely a non -record. This
dirortwac i could include but is not limited to:
nittee meeting
• Materials that do not contribute
to an understanding of the City's
operations or decision making
'otect government
processes;
and interest?
• Material that have no substantial
)priate for either
Programmatic value;
xrary preservation
• Extra copies of official records
that are obtained elsewhere such
✓e administrative
as council staff reports.
City of Rohnert Park;I Records Management Policy Page 16
Chapter 5 - Access, Privacy and Freedom of Information
The City of Rohnert Park understands and supports the public's need and more importantly their right to access
the majority of the records created and maintained by the City. The City Clerk shall accept, review, and
respond to all Public Record Requests (PRA's) received, pursuant to applicable law and with the input of the
City Attorney's Office, as necessary.
City of Rohnert Park I Records Management Policy Page 17
Chapter 6 - Disposition of Records
There are several distinct periods in the lifecycle of a record. They are commonly referred to as the active
period, inactive period, and final disposition period. The active period will vary according to the record, but is
generally characterized as the time during which a record used or referred to frequently during the course of
business and should be readily accessible. The inactive period is when the record's regular use declines
or ends; however, the record is still required to be held. The final disposition is generally the end of the
record's life, at which point final decision is made about disposition of the record.
The proper dispositioning of records is important as it helps protect vital and historic records and
ensures compliance with regulatory retention requirements. Proper Records Retention Schedule also helps
improve the City's efficiency and manage the costs of file maintenance, retrieval, and storage.
There are three (3) main types of record dispositions utilized by the City: 1) transfer of records to
Rohnert Park storage facility for archival preservation, 2) imaging of records in order to purge existing hard
copy records; and 3) the destruction of non -historical records at the end of the specified retention period.
Preservation of Permanent Records
A fundamental obligation of local government is to care for its permanent records. Permanent records are
typically records that have enduring administrative, fiscal, legal or historical value, or are otherwise required to
be maintained by statue. Examples of permanent records include year-end reports; meeting minutes from
Brown Act governed bodies; resolutions, and ordinances. Most records eligible for transfer to the storage
facility are indicated on the Records Retention Schedule. However, it is difficult to foresee in the moment what
records may be of historical value in the future. When a record is being evaluated for final disposition, City staff
may contact the City's Records Manager to determine if the storage facility would like to take possession of the
record.
The records that have been identified as permanent, require special handling and storage if they are to be
preserved. Rohnert Park's records storage facility was developed to meet this need. The storage facility
provides an invaluable service to the community by assisting with the coordination, indexing, and managing of
the continuous interaction between a record's medium and the quality of the environment in which it is kept.
Temperature, humidity, light, and air can all be detrimental to records and exposure to these elements can
cause degradation and even destruction of records.
Any records recommended by staff for transfer to the storage facility, regardless whether they are eligible
for transfer on the Records Retention Schedule, shall be evaluated by the Records Manager. Staff who desires
to transfer records to storage facility must complete and submit a request to the City's Records Manager (Form
2016,-002, Appendix A) The request for transfer will be evaluated by the City's Records Manager, and City
Attorney, and the final decision will be forwarded to the originating department. Do not send records or
arrange for transfer of records to storage facility until the request has been approved.
To transfer records to the City of Rohnert Park storage facility, staff shall complete Form 2016-002 and
sign the form as the Records Coordinator preparing the record and obtain the Department Director's
signature. The signed and completed form is then forwarded to the City's Records Manager for review to
ensure compliance with the City's Records Retention Schedule, to determine if the record is appropriate
for inclusion into storage facility collections, and if any conditions are needed for acceptance. The Records
City of Rohnert Park'I Records Management Policy Page 18
Manager may also chose to deny the request. Staff shall also complete and attach Form 2016--004 or 2016-005,
these forms contain a comprehensive inventory of the records for potential transfer. Once the request is
completed, these forms will serve as the official record of the form's history and demonstrate compliance
with the Records Retention Schedule.
In the event that a record's retention period has ended prior to placing it in storage it shall be dispositioned by
destruction or secure destruction depending on the record.
Imaging of Records
As previously mentioned, the California Government code permits the City to destroy some original documents
after they have been scanned in accordance with the code. The Citywide Content Management System (CCMS)
meets the requirements of this code section. However, some records of historical nature, which began as
hardcopy records should be retained regardless if they have been scanned. This would include resolutions,
ordinances, and minutes of Brown Act governed bodies to include the City Council's standing commissions,
committees and boards.
Before embarking on a major project to scan records, staff should consult with the Records Manager. The
Records Manager is prepared, and has the expertise, to evaluate your current records and assist you in
developing a plan to convert existing documents into electronic files and migrate the files to CCMS.
There are strict parameters surrounding the migration of records into CCMS. Staff needs to ensure all of the
conditions have been met, including cost, time, and processes have been identified prior to imaging records. It
is important to note that CCMS is much more than a repository for records. This System was also selected for
its robust workflow capabilities. Records Coordinators should consider what is generating paper records in their
department and contact the Records Manager to determine if any or all of the process can be converted into
an electronic process contained within the CCMS System.
Records ideal for CCMS are ones that are:
• Used by many departments or many people in the same department;
• Permanent records, particularly those that are accessed regularly;
• Records that have a long retention period;
Records that start and end in an electronic format;
• Public records that are frequently requested by the public; and
Record series that are voluminous, making onsite storage impossible, but that are accessed often
creating offsite storage and retrieval fees.
Staff should not scan and store records on local or internal drives. These drives often do not provide the same
searching, storage, or security features as CCMS. Most importantly, these drives are often not purged
creating a strain on the City's Information Technology infrastructure, and are often not in compliance with the
City's Records Retention Schedule.
To image records for CCMS and subsequent destruction, staff must first meet with the Records Manager, and
subsequently receive authorization to develop an imaging plan. Once the imaging is completed and the images
have been reviewed for quality, staff can request authorization to destroy the hard copy version of the
records. Staff shall complete Form 2016-001, sign the form as the Records Coordinator preparing the
City of Rohnert Park I Records Management Policy Page 19
record and obtain the Department Director's signature. The signed and completed form is then forwarded to
the City's Records Manager for review to ensure compliance with the City's Records Retention Schedule. The
request is then forwarded to the Office of the City Attorney for review to ensure the record does not
need to be held due to an ongoing or pending investigation or litigation. Staff should also complete and
attach Form 2016-004 or 005. These forms are a comprehensive inventory of the records for potential
transfer. Once the request is completed, these forms serve as the official record of the form's history and
demonstrates compliance with the Records Retention Schedule.
Destruction of Records
All records that are not permanent records should be destroyed once the City has retained them for the
appropriate retention period. The records classification and retention periods in the City's Records Retention
Schedule constitute legal authority for retention and disposal of official records. No records shall be
destroyed until they have met the minimum retention period listed in the Records Retention Schedule, and
disposition has been approved by the Records Manager and City Attorney. In cases where there is no schedule
for a particular record series, contact the City's Records Manager for assistance.
The Records Retention Schedule prescribes the method of disposition (destruction, secure destruction, or
transfer to storage facility for Rohnert Park). Records requiring "destruction" may be disposed of by traditional
recycling. Records requiring "secure destruction" must be disposed of in a way that the record is no
longer recognizable or usable by any means. Records that are destroyed shall either be done under the
supervision of a City employee or by an approved agency. Examples: Destroy means to place in a recycled
container or; Destroy securely means to either shred on site or to provide 3rd party assistance, such as a local
secure records destruction company. Upon completion of the destruction, the supervising employee will attest
to the destruction by signing the destruction request form, or the approved 3`d party agency will supply the City
with a Certificate of Destruction. When the records in the CCMS are designated for destruction the Records
Manager shall destroy the originals as well as the image of the record on the CCMS.
Staff can request authorization to destroy records that are at the end of their retention schedule by completing
Form 2016-003. They will sign the form as the Records Coordinator preparing the record and obtain the
Department Director's signature. The signed and completed form is then forwarded to the City's Records
Manager for review to ensure compliance with the City's Records Retention Schedule. The request is then
forwarded to the Office of the City Attorney for review to ensure the records do not need to be held due to an
ongoing or pending investigation or litigation. Staff shall also complete and attach Form 2016-004 or 005. This
form is a comprehensive inventory of the records for destruction. Once the request is completed, these forms
will serve as the official record of the form's history and demonstrate compliance with the Records Retention
Schedule.
City of Rohnert Park J Records Management Policy Page 20 1
Chapter 7 - City of Rohnert Park Retention Schedule
The City's Records Retention Schedule establishes the retention periods for records and authorizes dispositions
for many of the administrative, fiscal and legal records of the City. Retention periods are based upon federal,
state, and local mandates, business needs, and general knowledge as to how long records should be kept. Staff
shall implement the Records Retention Schedule as it applies to their department's records. The schedule is
subject to the following exceptions and limitations:
• Before retaining a record longer than the specified retention period, the department should
contact the City's Records Manager for assistance. Records will not be maintained longer than the
retention period indicated on the schedule. The unnecessary retention of records can be expensive in
space and filing equipment, and lead to costly litigation or discovery processes.
• This schedule generally reflects audit requirements in its prescribed retention periods, but audits
are not always completed in a timely fashion. Therefore, any record that has an audit requirement, or
becomes subject to audit, must be retained until completion of that audit regardless of its stated
retention period in the general schedule.
• This schedule does not authorize destruction of records that could be deemed relevant to current
or pending litigation or investigations.
Retention and disposition of records that are common to many departments are included in the Citywide
Records Retention Schedule. Records unique to particular City Departments are addressed in individual
department schedules. The inclusion of a type of record in the Records Retention Schedule does not dictate
whether a particular document is a record or is disclosable under the California Public Reguest Act (CPRA).
Maintenance of the City's Records Retention Schedule
Since the way the City conducts business is ever changing, we recognize that records, record types, and Records
Retentions Schedules will need to be periodically updated. A comprehensive overhaul and review of the
Records Retention Schedule is planned for every five years. However, minor revisions and additions may
need to occur in between these review markers. When these situations are identified, staff should contact the
City's Record Manager who will initiate the schedule revision. Revisions are generally submitted by staff at
the department level, and then are reviewed by the City's Records Manager and the Office of the City Attorney.
Utilization of the Records Retention Schedule
The Records Retention Schedule is intended to direct City staff on how long to hold City records, when and
how to disposition the records after they have exceeded their lifecycle. On the next page is a sample of a
record from the schedule, with category explanations.
City of Rohnert Park I Records Management Policy Page 21
Records Retention Schedule (Example of content desired)
Record #
Record and Series Name
See legend for Series
Files are composed of Series name (department) and a three digit number.
name (page 2 of the
Whenever possible records have been combined into a series of like items
Records Retention
for example "Ceremonial Documents". In some cases records are so unique
Schedule)
that their record name stands alone such as "Building Permit".
Also Called:
When a record goes by more than one name, the alternative names are
Statutory Reference:
listed here.
Function:
In this section, the purpose or function of the record is described.
Content:
A series of records may be comprised of several document types, documents
Approval Date:
that most likely will be found in this series are listed.
Total Retention:
This is the total amount of time that the City is required, either by federal,
state, local statute or internal policy.
Disposition:
Disposition refers to what will be done at the end of a records lifecycle;
either: destroyed, destroyed securely, or transferred to the Rohnert Park
storage facility.
Statutory Reference:
This section will be used to note any applicable government codes related to
the Record's Retention Schedule.
Location:
Where the record is stored or can be found, department, file cabinet, etc.
Example: CS (Community Services, File cabinet 2, drawer c will be
represented by CS-FC2C.
Note:
Any other notes, exceptions, or special instructions relating to the record or
record series are listed here.
Approval Date:
This is the date that the specific record or record series was approved or
updated.
Records Retention, Schedule (Example with content)
M-001
Administrative Policies
Also Called:
APIs
Function:
Documents the policies, procedural directives and manuals developed by the
City to govern its internal management functions.
Content:
May include, but is not limited to internal rule and regulations.
Total Retention:
Permanent
Disposition:
CCMS, Destroy, Destroy securely, permanent (means held in CCMS and will
not be destroyed;
Statutory Reference:
CA GC§34090
Location:
Citywide and department level policies are held in the Citywide Content
Management Program (CCMS).
Note:
Approval Date:
July 6, 2016
City of Rohnert Park ) Records Management Policy Page 22
APPENDIX A
Records Disposition Authorization
All records management forms have been created using Adobe and are completely fill -able. Forms must be
signed, submitted and forwarded to the City's Records Manager. The Records Management Policy and
attachments can be found on SharePoint, under Forms page, Records Management Policy folder.
Authorization is required for the disposition of any and all records, with the exception of copies for which the
department is not the official record holder. (For example, the Office of the City Clerk is the primary record
holder for all City Council Staff Reports. Any department that is keeping a copy of a staff report in any form may
dispose of it without further authorization).
There are five (5) forms for record disposition. When requesting authorization to image and disposition,
transfer or destroy records, these forms (Forms 2016-001 through 2016-005) will need to be completed and
accompanied by the appropriate record inventory. The coversheet and inventory will then serve as the official
record and are permanent documents, which will record the City's history of records management.
Form 2016-001 Authorization to Disposition Records After Imaging
Use Form 2016-001 to request authorization to disposition records after they are imaged. Once authorization
has been granted to image, index, and properly quality check the original records, they may then be
dispositioned.
Form 2016-002 Authorization to Transfer Records to Storage facility for Rohnert Park
Use Form 2016-002 to request authorization for storage facility to transfer records. This form must be
completed and authorization granted prior to delivering records to storage facility. Delivery shall be coordinated
by the department's Records Coordinator and Records Manager.
Form 2016-003 Authorization to Destroy Records
Use Form 2016-003 to request authorization to destroy records that are at the end of their retention
period. Designation may be to "destroy" or "destroy securely." Records requiring secure destruction must be
shredded or otherwise rendered unidentifiable or unusable.
Form 2016-004 Record Inventory Worksheet — Employee Records
Use this form to list all employee records that are being recommended for disposition. Each employee
must be listed with his or her start and end dates indicated on the form.
Form 2016-005 Record Inventory Worksheet — Non Employee Records
Use Form 2016-005 to list all record series being recommended for disposition except for employee records.
Each series (see Records Retention Schedule) must be listed, not each individual record within that series.
City of Rohnert Park I Records Management Policy Page ;23
Form 2016-001 Authorization to Disposition Records After Imaging
After completing the upper portion of the form as shown below, the department Records Coordinator will sign,
then obtain the division or department head's signature, attach the appropriate inventory worksheet and
forward form to the City's Records Manager. Once approval is granted, the form and inventory will be returned
to the department to complete the disposition process, signed to acknowledge that disposition is complete
and returned to the City's Record Manager.
CRYUF ROHNERT PARK
AUTNORTZATION TO DISPDSE1 ON RECORDS AFTER IMAGING - Form 2016-OGI
DEFAMIENr I DfV1MWSECn0N
TR EPHOa2 NUMBER
DATE
Forma 2016-G02 and/or 2016-004 or 2016-005, is attached fir aWkaw) I I Shredding of the paper version rs required
Record imaging — I certify that the records on the attached Record Inventory= worksheet have been imaged in compliance with applicable state and kcal Eaves,
and with the CAYs internal process and adhere to the foElowin : dm�x iff t amm
Imaging and indexing of records have been quality checked, and contain all significant details from the original and are an adequate substitute for the
original document for all purposes for which the document as created or maintained_
Original document will be destroyed after imaging. I understand that after destruction of the paper record, the unaged record becomes. the official
original record of the City and will be held in accordance with the CrLys Records Retention Schedule_
Original document will be transferred to the storage facility (Also use Form 261f,002 and/or Form 201&004 or 201&35)
Images have been stored in the Citywide Content Management System jLnserr dv j
Signature — Records Coordinator
dace=
Signature —Department Director
Qnte:
DISPOSMON APPROVAL
The papermrsion of the above recmdsareappmved for disposition.
date.
Signature —Records Manager
Signature — City Attorney
REC0M DISPOSITM
f hereby mrW that the records listed on the attached Recur& Inventory Wbgksheet hcatrw been dispasitloned in ocrfardance with City pnlrcies and proceduresin
the method indicated obaim.
deco:
Signature —Records Coordinator
Records were destroyed by a 3d party vendor and the Certification of T3estruction is attacked ont+
City of Rohnert Park I Records Management Policy Page 24
Form 2016-002 Authorization to Transfer Records to Rohnert Park storage facility.
After completing the upper portion of the form as shown below, the department Records Coordinator will
sign, obtain the division or department head's signature, and attach the appropriate inventory worksheet and
forward the form to the City's Records Manager for processing. The form and inventory will be returned to
the department for transfer or disposal of records. Once the transfer is complete the form is returned to the
City's Records Manager.
--------------
AtiTHORiZATION TO TRANSFER RECORDS TO STORAGE - Form 2016-002 cna�
DEPARTMENT
orvlsmIsEmoN
RE£4RMCOORDINATUR
ADDREsski cxnot
TELEPHOS ET NUPMER
TRAN91FERRECORDS To STORAGE
Not all records that are retained by the City are appropriate for transfer to the storage facitity. Record series that are to be transferred to the faci[4 have been identified on the
City's Records Retention schedule_ Drafts or photocopies should not be sent to the facility, uniess they are historically significant records and the original does not exist- of you
feel a record sho dd be transferred but is not listed on the Records Retention Sdse&de, contact the Records Manager for assistance.
Signatme — Records Coordinator
DmiC
Signat€ere — Department Director
Deta:
Signature — Records Manager
ApTrROVAt OFSTORA FAQUn`Y AND LOCATION
The attached Records Inventory Waftheet has been reviewed and the records aTe approved for transfer to the storage facility.
roadty Lc�atiws� rv»eie awr.=„er� age t�oxce�fy stw�e tarntiran: IR.aw a nurcr+�e1 Detc
Date
Signature — Reco=rds Manager
City of Rohnert Park I Records Management Policy Page 25
Form 2O1G'003Authorization toDestroy Records
After completing the upper portion of the form as shown below, the departments Records Coordinator will sign,
obtain the division or department head's signature, and attach the appropriate inventory worksheet and
forward the form to the City's Records Manager for processing. The form and inventory will be returned to
the deportment for destruction. Once the records have been destroyed the department Records
Coordinator will sign and return to the City's Records Manager. If the records were destroyed by a 3m
party' the destruction certificate shall be attached tnthe form and inventory.
—'-----
AUTHORIZATION TO DESTROY REOORDS - Form 2016-003 F777
DESMOY WORM
I Shredding required
Signature — Records Coordinator
Signature — Department Director
Mgnature — Records Manager
Datc
Signature — City Attorney
RECORD WWO�ON
I hereby certify that the recard�s JL-�ted on the attached Remrds Inventory Wbrksheetl have been dhrpaskknmd in accordance with Otypabdesand PT06edures on
the method indkored above.
Signature — Records Coordinator
IRecords were destroyed by a 3d party vendor and the Certification of Destruction is attached
When record destruction is"omnktedreturn misformand either Form 2016-004 oru01a-Wxmthe Records Manager.
City of Rohnert Park I Records Management Policy Page 26
Form 2016-004 Record Inventory Worksheet — Employee Records
When requesting authorization to disposition employee records, each employee must be listed on Form 2016-
004. This form must accompany the appropriate authorization coversheet (Form 2016-001, 002 or 003).
RECORDS INVEAFFORi ORKSF[€ET- EMPLOYE RECORDS -Farm 2016-004 wasp DP
DEPAMIENf
rwLszwesEcnon.
F.CDRO', MIRD(NATDR
ADDRESS,�UXATWN
iE1EFNC 9YsPMEk.
RECORDS INVENTORY —EMPLOYEE RECORDS
City of Rohnert Park I Records Management Policy Page 27
CITY OF ROHNERT PARK
RECORDS INVENTORY WORKSHEET — EMPLOYEE RECORDS
INSTRUCTIONS
(Numbers are keyed to item number on the form)
1. Enter Records Series Department Code (per Records Retention Schedule, example: CCO = City Clerk's
Office; CW = Citywide)
2. Description of Records — Employee's Name.
3. File Location: Identity File Cabinet as 1, 2, 3, etc.; each drawer or shelf by alphabetizing them starting with
"A" at the top and going down as necessary "B", "C", etc. the location would be FC3, A.
4. Enter the appropriate STATUS TYPE (see definition at bottom).
5. Enter the years covered (Example: 1999 to 2015)
6. Enter Statutory Reference from Records Retention Schedule (Gov't Code)
7. Enter "X" in appropriate column in indicate original or copy.
8. Enter number of boxes (total of 4 boxes would be list at 1 of 4; 2 of 4; etc.).
9. Use the Remarks space to annotate any vital, confidential, code citations, legal requirements, or policy
issues that support or define retention periods or destruction method.
10. Person completing the inventory worksheet shall sign and date the worksheet.
11. Department Manager should sign when reviewed and approved.
STATUS TYPE
A — Active Records: records that need to be readily available
S — Semi active records: records that are accessed occasional and can be moved to a holding area or storage
facility.
I — Inactive records: records that are no longer required in the current business activity and can be stored in the
Storage Facility.
City of'Rohnert Park I Records Management Policy Page 28
Form 2016-005 Records Inventory Worksheet - Non -Employee Records
When requesting authorization to disposition records, each record series must be listed on Form 2016-
005. This form must accompany the appropriate authorization coversheet (Form 2016-001, 002 or 003) each
record series need only be recorded once on the sheet, not each record. * Required fields; document must be
completed or will be returned to originating department.
City of Rohnert Park 'I Records Management Policy Page 29
CITY OF ROHNERT PARK
RECORDS INVENTORY WORKSHEET — NON EMPLOYEE RECORDS
INSTRUCTIONS
(Numbers are keyed to item number on the form)
1. Enter Records Series Department Code (per Records Retention Schedule, example: CCO=City Clerk's
Office; CW=Citywide)
2. Description of Records.
3. File Location: Identity File Cabinet as 1, 2, 3, etc.; each drawer or shelf by alphabetizing them starting
with "A" at the top and going down as necessary "B", "C", etc. the location would be FC3, A; and/or
storage facility or box number.
4. Enter the appropriate STATUS TYPE (see definition at bottom).
5. Enter the years covered (Example: 1999 to 2015).
6. Enter Statutory Reference from Records Retention Schedule (Gov't Code).
7. Enter "X" in appropriate column in indicate original or copy.
8. Enter number of boxes (total of 4 boxes would be list at 1 of 4; 2 of 4; etc.).
9. Use the Remarks space to annotate any vital, confidential, code citations, legal requirements, or policy
issues that support or define retention periods or destruction method.
10. Person completing the inventory worksheet shall sign and date the worksheet.
11. Department Manager should sign when reviewed and approved.
STATUS TYPE
A — Active Records: records that need to be readily available
S — Semi active records: records that are accessed occasional and can be moved to a holding area or storage
facility.
I — Inactive records: records that are no longer required in the current business activity and can be stored in the
Storage Facility.
City of Rohnert Park I Records Management Policy Page 30
Appendix B - File Program Naming Conventions
Clear file names are the key to file accessibility. We no longer have a limited number of characters available for
a file name and no longer have a need for acronyms and made up abbreviations. (See more about abbreviations
below). A good rule of thumb is to limit the name to five (5) or less metadata fields and twenty-five (25)
characters or less. Files and records are increasingly electronic and used by multiple staffers, because of this a
file should not only be readily accessible but easily identifiable as well. It is time consuming and frustrating to
have to open numerous files looking for the right one because the file was poorly named.
Regardless of what naming convention is utilized by the department and/or City; to be effective it must be
consistent throughout its application. This includes not only what is contained in the file name, but the order
as well. Contact the City's Records Manager for assistance developing naming conventions and/or how to
manage exceptions and other naming convention issues.
Special Characters
In general avoid special characters such as / \ : * ? < > [ ] & $, etc. In many Programs these symbols
already have a meaning or specific task, and using these symbols can alter your record and in some instances
errors or lost files.
Date
Utilizing a dating Program that does not include a four (4) digit year can be confusing. For example when the
date 01/01/09 is used is the record from January 1, 2009 or January 1, 1909? To alleviate this confusion, dates
for future usage, including only a four (4) digit year should be used. The dating convention approved for records
being held in the CCMS System is: MMDDYYYY or 01012011.
Multiple Versions
When a file has multiple versions, notate the version number in the file name, utilizing a version control
number. A version control number is typically expressed as "v1.0". The initial version would be v1.0 and any
subsequent minor changes expressed as v1.1, v1.2, v1.3 etc. Major revision or updates would be expressed
by changing the first number: v2.0, 0.0. When previously versioned records are complete, remove the
version number and replace with "FINAL." The record should retain the "FINAL" designation in the title when
the versions are also being retained. If the previous versions are purged, the final record name can be
changed to remove any status indicators (version number or final designation).
City of Rohnert Park;I Records Management Policy Page 311
Abbreviations
In general abbreviations are not appropriate for use in record and or naming conventions. Abbreviations can
have multiple meanings and over time may become obsolete or confusing. In some instances multiple
abbreviations can be used for the same word or phrase, which can lead to misunderstandings. In limited
circumstances the use of abbreviations may be necessary or required. In those circumstances, ensure that
naming conventions and record standards stand the test of time and transparency. Only the following approved
abbreviations should be utilized. Abbreviations not on this list will not be accepted for records held in the
Citywide Content Management System (CCMS) or for use on the City's Records Retention Schedule.
Approved Abbreviations
Abbreviation
Meaning
APT
Apartment
AVE
Avenue
BLDG
Building
BUSN
Business
CA
City Attorney's Office
CBC
California Building Code
CC
City Council
CCMS
Citywide Content Management System
CCO
City Clerk's Office
CCP
California Code of Civil Procedure
CCR
California Code Regulations
CDC
Community Development Commission
CFC
California Fire Code
CFR
US Code of Federal Regulations
CMO
City Manager's Office
COM
Commercial
CRA
California Public Records Act
CRL
Circle
CS
Community Services
CT
Court
CTR
Center
CUST
Customer
CVC
California Vehicle Code
CW
Citywide
DS
Development Services
DPS
Public Safety — Police, Fire
EB
Eastbound
EC
California Election Code
ED
Economic Development
EMP
Employee
EVC
California Evidence Code
City of Rohnert Park ;) Records Management Policy Page 32
EXPY
Expressway
EXT
Extension
FIN
Finance
FWY
Freeway
FYARD
Front Yard
GC
California Government Code
H&S
California Health and Safety Code
HR
Human Resources
HUD
US Housing & Urban Development
HWY
Highway
IT
Information Technology
LC
California Labor Code
LN
Lane
MHP
Mobile Home Park
NB
Northbound
PC
Planning Commission
PKWY
Parkway
PL
Place
PW
Public Works
R&T
California Revenue & Tax Code
RD
Road
RES
Residence or Residential
ROW
Right-of-way
SB
Southbound
W&I
California Welfare & Institutions Code
WB
Westbound
Xing
Crossing
City of Rohnert Park,I Records Management Policy Page 33
Appendix C - Box Label
When preparing records to be stored in record boxes it is crucial that boxes are clearly labeled and organized
so that they can be easily accessed. Labels must be applied to the short end of each box so that the contents
can be easily reviewed. Record boxes should be filled, but not packed so tightly that records cannot be
retrieved or inserted into the box. A copy of the inventory should also be placed inside the box on top of the
records. Below is a sample box label. Minimally the box should be labeled with the record series number,
record description, date range, and the date the entire box is eligible for destruction.
Box # (assigned by Records Manager)
Inventoried By (print name
epartment/Division
On: (assigned by Records Manager)
Contents
Date Eligible for Destruction: Mont
City of Rohnert Park I Records Management Policy Page 34
Appendix D - Conducting a Records Inventory
A records inventory is the Programmatic collection of information for each file folder. A thorough inventory
process can free up to two-thirds of storage space devoted to active files. Typically, one-third of the files
will be destroyed; one-third transferred to inactive storage, and one-third will remain in prime office
space. The process has also been designed to use the information you gather in many ways. The information
will be used in subsequent years for the following purposes:
• Locate and track old records stored in boxes or other inactive storage areas;
• Find misfiled or lost file folders;
• Identify and correct inconsistencies in your filing Programs;
• Electronic master index (you can do text searches to find the file you want);
• Create destruction lists in future years by "cut & paste";
• Create box labels by "cut & paste";
• Manage the location of records stored in off-site locations, and changes to location of records;
• Will meet the requirements for an index for the purposes of the new law requiring staff to assist the
public in locating records;
• Provides an index to use in the event of a disaster so that the most valuable records are located and
protected;
• The inventory will be utilized to develop your retention schedule, and will ensure the schedule covers
all of your records and will meet your needs.
Do NOT move boxes, files, or cabinets from another department unless you receive permission from the
Department first.
Records will be destroyed pursuant to the City's adopted Records Retention Schedule. State law allows
copies or drafts to be destroyed "when no longer required", but requires the Council to approve the destruction
of any original record pursuant to the City' Records Retention Schedule. Copies and drafts can be destroyed as
they are inventoried, provided:
• You are certain the record is a copy, draft, or is not a City record;
• If the record contains any confidential data (e.g. citizen's names, phone numbers, etc.), must be
shredded or obliterated.
City of Rohnert Park;I Records Management Policy Page 35
Form 2016-006 Record Inventory Worksheet
When conducting a records inventory it is recommended that you utilize the form below for a consistent
accounting of the files on hand. Unlike the inventory for destruction, this inventory is meant to be conducted
down to the file level and should contain the exact location of the record. Use whatever information is available
to concisely identify the location of the records. This may be the names of a room, a room number, a
geographical notation such as north or east. When inventorying a record room it is a good idea to start by
labeling the file cabinets and then the drawers. For example the file cabinet you start with would be FC1. Then
the drawers (starting at the top) would be a, b, c, etc.; Files in file cabinet 1 drawer b would be expressed:
FC1-b.
RECORDS INVENTORY WORKSHEET-fomm 2016 -ON eaa� crc
DEFAY MEW
D(V&Ou WT4O #
RECDftfn COORDINATOR,
ADDRES kDCATION
TEtEFHOME NUMBER
RECOFMIMENTORY
City of Rohnert Park I Records Management Policy Page 351
CITY OF ROHNERT PARK
RECORDS INVENTORY WORKSHEET
INSTRUCTIONS
(Numbers are keyed to item number on the form)
1. Enter Records Series Department Code (per Records Retention Schedule — example: CCO= City Clerk's
Office; CW= Citywide)
2. Description of Records.
3. File Location: Identity File Cabinet as 1, 2, 3, etc.; each drawer or shelf by alphabetizing them starting with
"A" at the top and going down as necessary "B", "C", etc. the location would be FC3, A.
4. Enter the appropriate STATUS TYPE (see definition at bottom).
5. Enter the years covered (Example: 1999 to 2015).
6. Enter Statutory Reference from Records Retention Schedule (.Gov't Code).
7. Enter "X" in appropriate column in indicate original or copy.
8. Use the Remarks space to annotate any vital, confidential, code citations, legal requirements, or policy
issues that support or define retention periods or destruction method.
9. Person completing the inventory worksheet should sign and date the worksheet.
10. Department Manager should sign when reviewed and approved.
STATUS TYPE
A — Active Records: records that need to be readily available
S — Semi active records: records that are accessed occasional and can be moved to a holding area or storage
facility.
I — Inactive records: records that are no longer required in the current business activity and can be stored in the
Storage Facility.