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 updates to Administration Policy No. 005 (Records Retention Policy).
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BACKGROUND:
General Policy No. 005 requires periodic review of SBCERA Board policies and indicates that such review shall be conducted every three years. Accordingly, SBCERA staff completed its review of Administration Policy No. 005, which was last approved by the Board on December 7, 2023.
The proposed Policy revisions improve clarity, strengthen controls over records disposition, address electronic records and communications, and align the retention schedule with SBCERA’s current records management practices. The proposed revisions also formally codify SBCERA’s existing Certificate of Records Disposition process, reinforcing established oversight and accountability measures. No records subject to the Policy or Schedule may be destroyed, deleted, or purged unless a certificate has been signed by both the Chief Counsel and Chief Executive Officer. The requirement ensures the records disposition is appropriately authorized and documented.
Appendix A has also been revised to clarify and organize retention requirements across record categories, particularly investment records and communications and outreach materials. These revisions promote greater consistency in records classification and retention while better reflecting SBCERA’s current operational practices. Collectively, the proposed revision formalize existing procedures, improve administrative consistency, and the Policy’s effectiveness without materially changing SBCERA’s established records disposition practices.
BUDGET IMPACT:
None.
STRATEGIC PLANNING GOAL/OBJECTIVE:
Operational Excellence & Efficiency
STAFF CONTACT:
Barbara Hannah
ATTACHMENTS:
Exhibit A: Administration Policy No. 005 (Records Retention Policy) - Redline Version
Exhibit...
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