FROM: Barbara Hannah, Chief Counsel
SUBJECT: Approve updates to Administration Policy No. 005 (Records Retention Policy)
RECOMMENDATION:
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Recommend that the Board approve updates to Administration Policy No. 005 (Records Retention Policy).
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BACKGROUND:
General Policy No. 005 involves periodic review of the Board policies and indicates that the Administrative Committee review Administrative and Benefit policies every three years. Accordingly, SBCERA staff has reviewed Administration Policy No. 005 (Records Retention Policy), and recommends substantive changes.
The Board may establish efficient records management procedures, which may include, but need not be limited to, maintenance and, when determined by the Board to be necessary, disposal of records in its jurisdiction. (Government Code ? 31537.) The substantive changes guarantee that SBCERA: maintains records that are essential to its operation; reduces costs and improves the efficiency of recordkeeping; and ensures legal compliance with state, federal and regulatory requirements. Along with an update to the Policy, staff prepared a new schedule that accurately and completely reflects SBCERA's records holdings and disposition. The schedule emphasizes the principle that once records have fulfilled their administrative, fiscal, or legal function that records should be disposed of as soon as practicable in accordance with the Records Retention Schedule. One important aspect of the policy is that it provides guidance to staff regarding the storage of records to ensure its accessibility, integrity, confidentiality, authenticity, and legibility. The following are guidelines outlined in the Policy:
1. The Policy defines the types of records maintained by SBCERA.
2. Government Code section 34090.5 authorizes the conversion of hard copy materials and records onto other electronic mediums. Physical records are required to be digitized (i.e. converted into an electronic file) and then ...
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