Good morning Laura,

Welcome to the List. 

The California Secretary of State publication "Local Government Records
Management Guidelines" recommends a retention of current year + 2 years
for agendas and agenda reports (page C-22). However we have found it
worthwhile to retain these with an "indefinite" retention period. 

In addition to frequent use to research what was presented to, discussed
by and approved by the Council and/or the Planning Commission (or not
approved) they have proven valuable for historical research into
projects undertaken by the City. 

Please feel free to give me a call or e-mail if you would like further
information.


John Guthrie
Records Manager
City of Oceanside
760.435.3004/3024




-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Laura Maguire
Sent: Monday, September 28, 2009 10:48 AM
To: [log in to unmask]
Subject: [RM] Meeting Packet Retention

This is my first post to this group, so please allow me to introduce
myself...My name is Laura Maguire and I have only been in Records
Management for 5 months.  I work in the City Clerk Department of the
City of Thousand Oaks in California.
 
We are looking for feedback from cities regarding retention of City
Council and/or Planning Commission meeting packets (agenda plus staff
reports).  Our current retention is 10 years in paper and electronic
formats.  Recently we have had requests to keep them permanently in the
electronic format so that staff can access old staff reports and
background information on presented items.  We would appreciate knowing
your retention on these packets in hard copy and electronic format if
different and any other input you may have.  Please feel free to contact
me off-list.  
 
Thanks.
 
Laura Maguire
Records Management Analyst 
City Clerk Department
City of Thousand Oaks
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