HomeMy WebLinkAboutMINUTES - 02072012 - C.67RECOMMENDATION(S):
AUTHORIZE the destruction of County Records maintained by the Probation Department
that are over five (5) years old and are no longer necessary or required for County purposes
pursuant to Government Code Section 26202.
FISCAL IMPACT:
None.
BACKGROUND:
In order to efficiently manage the volume of records continuously generated and received,
the Probation Department must dispose of unnecessary records and documents that have no
apparent historical significance or further administrative or litigation value, are more than
five (5) years old, are not required to be maintained by state statute, and are no longer
necessary or required for County purposes pursuant to Government Code section 26202.
Government Code section 26202 provides that any record more than two (2) years old may
be destroyed without being photographed, microfilmed or otherwise reproduced if:
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 02/07/2012 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
ABSENT:Gayle B. Uilkema, District II
Supervisor
Contact: P. Hernandez 3-4149
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: February 7, 2012
David J. Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C.67
To:Board of Supervisors
From:Philip F. Kader, County Probation Officer
Date:February 7, 2012
Contra
Costa
County
Subject:Probation Department Records Destruction
1. It is not required
BACKGROUND: (CONT'D)
by state statute or county charter to be prepared or received; or
2. It is prepared or received pursuant to state statute or county charter, but it is not expressly
required by law to be filed or preserved, and the board determines by four-fifths (4/5) vote
that the retention of such document is no longer necessary or required for county purposes.
Even though the law authorizes destruction of records after two years, the Probation
Department will retain its records for more than twice the required retention period. This
conservative retention policy will ensure that records remain available for business and legal
purposes for a significant period of time.
Passage of this order requires a four-fifths (4/5) vote of the Board of Supervisors.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board of Supervisors does not approve this recommendation, then the Probation
Department will not have a clearly specified records retention policy.
CHILDREN'S IMPACT STATEMENT: