To: Board of Supervisors
Department or Agency Name(s): Sheriff’s Office & Department of Emergency Management
Staff Name and Phone Number: Sherry Bevens 565-8221
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Approval of the Department of Emergency Management Records Retention Schedule Version Number 1 and Approval of the Sheriff’s Office Records Retention Schedule Version Number 7
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Recommended Actions:
Recommended action
Adopt a Resolution approving the initial records retention schedule for the Department of Emergency Management, approving the revised records retention schedule for the Sheriff’s Office, and authorizing the destruction of records in accordance with the approved retention schedules. (4/5th Vote Required)
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Executive Summary:
This item requests Board consideration and approval of the first retention schedule for the Department of Emergency Management as an independent department. These revisions will streamline the recordkeeping process by consolidating items of a similar nature, removing obsolete items, updating items to reflect current regulations, and eliminating redundancies. This item also requests Board consideration and approval of revisions to the current retention schedule for the Sheriff’s Office. These revisions clarify three items on a schedule that had been recently approved in 2019.
Discussion:
In compliance with Administrative Policy 6-1 (Policy for Records Retention, Storage and Destruction), records retention schedules are created jointly by departments and Records Management to establish how long records should be maintained based on their operational, legal, fiscal, and historical value. Retention schedules become the legal authority for the terms of destruction of County of Sonoma records.
Revised retention schedules have been prepared for the Department of Emergency Management and Sheriff’s Office. The retention schedules were developed to provide continuing guidance and authority to the department for both retention and destruction of records. Retention schedules have been adjusted over the years for various reasons including: adding series for new programs, removing series no longer created, and modifying retention periods to reflect new legislation or based on operational value.
Notable changes on the revised schedules are as follows:
• Creation of “big bucket” records series. This process consolidates record types related to the same business process or function into one comprehensive records series or “bucket”. This streamlines recordkeeping practices and mirrors operational functions. This is also expected to improve departmental ability to appropriately identify retention periods for records.
• Removal of redundant media formats for records. Previously, schedules mandated a variety of media formats in which records must be held. This schedule allows the department head to choose the appropriate media format for the records so long as they comply with the established records retention period, and State and Federal regulations.
• Removal of those records series from the department schedule which are redundant listings of series reflected in the County Common Accounting and Administrative Records retention schedule, an overarching retention schedule guiding County departments in the retention of such common series as Accounts Payable/Receivable, Construction Files, Contracts, etc.
• Aligning records under their current divisional or departmental structures.
• Updating records series to reflect changes in legislation and regulation governing these series.
• Omission of records noted as “Duplicate” records in the “Record Type” column. Duplicate records are redundant copies of the same record. Current records management practices do not support the mandatory retention of duplicate records.
• All retention periods have been thoroughly reviewed by the Records Manager, the Department Head, Auditor-Controller, County Counsel, and the County Historical Records Commission to ensure that administrative, legal, fiscal and archival requirements have been met. The attachment “Request for Approval of Records Retention Schedule” documents the review and approval by these entities.
Prior Board Actions:
Listed below are the most notable, recent, related Board Actions:
12/10/2019: Resolution #19-0116 approving retention schedule number six for the Sheriff’s Office.
03/19/2019: Resolution #19-0117 establishing the Department of Emergency Management.
10/03/2000: Resolution #00-1197 approving the original retention schedule number one for the Emergency Management Division of the Fire & Emergency Services Department.
Fiscal Summary
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Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
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Budgeted Expenses |
N/A |
N/A |
N/A |
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Additional Appropriation Requested |
N/A |
N/A |
N/A |
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Total Expenditures |
N/A |
N/A |
N/A |
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Funding Sources |
N/A |
N/A |
N/A |
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General Fund/WA GF |
N/A |
N/A |
N/A |
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State/Federal |
N/A |
N/A |
N/A |
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Fees/Other |
N/A |
N/A |
N/A |
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Use of Fund Balance |
N/A |
N/A |
N/A |
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Contingencies |
N/A |
N/A |
N/A |
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Total Sources |
N/A |
N/A |
N/A |
Narrative Explanation of Fiscal Impacts:
No fiscal impacts
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A - I Step) |
Additions (number) |
Deletions (number) |
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N/A |
N/A |
N/A |
N/A |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
1. Resolution Approving Records Retention Schedule and Authorizing Destruction of Records
2. Retention Schedule V.1 - Dept. of Emergency Management
3. Retention Schedule V.7- Sheriff's Office
4. Request for Approval of Records Retention Schedule -Dept. of Emergency Management
5. Request for Approval of Records Retention Schedule - Sheriff's Office
Related Items “On File” with the Clerk of the Board:
N/A