FROM: Barbara Hannah, Chief Counsel
SUBJECT: Administration Policy No. 005 (Records Retention Policy)
RECOMMENDATION:
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Recommend that the Board approve and adopt changes to Administration Policy No. 005 (Records Retention Policy).
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BACKGROUND:
General Policy No. 005 involves the periodic review of Board policies and indicates that the review shall be every three years.
Pursuant to General Policy No. 005, staff has conducted a review of Administration Policy No. 005 (Records Retention Policy). The last review was completed in October 2020.
Government Code section 31537 allows the Board of Retirement to establish efficient records management procedures that include maintenance and disposal of records in the jurisdiction of the Board of Retirement. The current policy provides direction to staff to efficiently manage, store, and purge records when appropriate. The proposed change to the Government Code citation under Definitions reflects a renumbering of the California Public Records Act passed by the Legislature in 2021.
Changes to the Appendix - Records Retention Policy Schedule clarify when a contract will be considered terminated for purposes of establishing a purge date for the contract and association documents. Staff further recommends shortening the retention period for medical records to one year after the final Board decision. Staff also proposes adding a retention period for personnel requisitions and interview notes.
These changes will provide staff with direction and authority to purge unneeded records and employ best practices for record management.
BUDGET IMPACT:
None.
STRATEGIC PLANNING GOAL/OBJECTIVE:
Operational Excellence & Efficiency
STAFF CONTACT:
Barbara Hannah
David Lantzer
ATTACHMENTS:
Exhibit A: Administration Policy No. 005 (Records Retention Policy)
Exhibit B: Appendix - Records Retention Policy Schedule