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Agenda Item
ASR
Control 26-000106 |
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MEETING
DATE: |
04/14/26 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
County
Executive Office (Approved) |
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Department contact person(s): |
Jessica
Witt (714) 834-7250 |
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Linh
Ly (714) 834-7036 |
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Subject: Approve Records Retention Schedules
for Various County Departments
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
No
Legal Objection |
Discussion |
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4/5
Vote |
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Budgeted: N/A |
Current Year
Cost: N/A |
Annual Cost: N/A |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A |
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RECOMMENDED
ACTION(S):
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1. |
Rescind
Auditor-Controller Records Retention Schedules 309B, 310B, 311B, 312B, 314B,
315B, 316B, 317B, 348A, 318B, 330B, 331B, 363A, 364A, 313B, 319C, 324B, 322C,
323B, 328B, 360A, 361A, 362A, and 347A. |
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2. |
Approve
Auditor-Controller Records Retention Schedules 365A, 365B, 365C, 365D, 366A,
366B, 366C, 366D, 366E, 366F, 367A, 367B, 367C, 368A, 368B, 368C, 368D, 368E,
368F, and 368G. |
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3. |
Rescind County
Counsel Records Retention Schedule 60E. |
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4. |
Approve County
Counsel Records Retention Schedule 60F. |
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5. |
Rescind John
Wayne Airport Records Retention Schedule 276C. |
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6. |
Approve John
Wayne Airport Records Retention Schedule 276D. |
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7. |
Rescind OC
Community Resources Records Retention Schedules 373, 377, 378, 379, 380, 375,
and 376. |
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8. |
Approve OC
Community Resources Records Retention Schedules 373B, 375B, 376B, 377B, 378B,
379B, 380B, 390, and 391. |
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9. |
Rescind
Sheriff-Coroner Records Retention Schedules 368B, 56E, 104C, 57, 164D, 367B,
125D, 124F, 123D, 386B, 113D, 356B, 372B, 371B, and 353C. |
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10. |
Approve
Sheriff-Coroner Records Retention Schedules 368C, 56F, 104D, 57B, 164E, 367C,
125E, 124G, 123E, 386C, 113E, 356C, 372C, 371C, and 353D. |
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11. |
Approve revised
County Records Management Policy superseding Retention Schedule 16E with 16F
and authorize the County Executive office to make immaterial changes as
necessary. |
SUMMARY:
Approval of Records Retention
Schedules will provide alignment with legal updates for Auditor-Controller,
County Counsel, John Wayne Airport, OC Community Resources, and
Sheriff-Coroner, and 16F.
BACKGROUND
INFORMATION:
Government Code Sections 25501.5,
26202, 26202.6 and 26205.1 authorize the destruction of County records with
Board of Supervisors (Board) approval, provided all statutory requirements are
met. As a result of establishing retention schedules, many categories of
records can be transferred to off-site storage and, after the established
retention period, subsequently destroyed. These actions free up valuable space
and resources, both on- and off-site for current business needs.
Section 26202 requires a
four-fifths vote of the Board to authorize the destruction of records that are
more than two years old and were prepared or received pursuant to state statute
or County charter and the retention of any such record, paper or document is no
longer necessary or required for County purposes. However, records in any
format that are the subject of a legal hold or California Public Records Act
(PRA) request must be retained until the claim, litigation or PRA request is
resolved.
Retention schedules must be
reviewed and updated periodically to reflect new records and record-keeping
requirements created by new laws, regulations, programs and reporting
requirements. Updated retention schedules provide departments with relevant and
necessary information to align current legal requirements with current
practices and also provide departments with an effective tool to manage the
creation, capture, storage and disposition of their records.
The various department retention
schedules include additional records and updated records with applicable laws.
The County Records Management Policy was revised to replace Retention Schedule
16E with 16F to include badge access data.
Compliance
with CEQA: This
action is not a project within the meaning of CEQA Guidelines Section 15378 and
is therefore not subject to CEQA since it does not have the potential for
resulting in either a direct physical change in the environment, or a
reasonably foreseeable indirect physical change in the environment. The
approval of this agenda item does not commit the County to a definite course of
action in regard to a project since the action authorized herein involves the
retention of data records and their schedule of retention. This proposed
activity is therefore not subject to CEQA. Any future action connected to this
approval that constitutes a project will be reviewed for compliance with CEQA.
FINANCIAL
IMPACT:
N/A
STAFFING
IMPACT:
N/A
REVIEWING
AGENCIES:
Auditor-Controller
County Counsel
John Wayne Airport
OC Community Resources
Sheriff-Coroner
ATTACHMENT(S):
Attachment
A - Auditor-Controller Retention Schedules
Attachment B – County Counsel Retention Schedule
Attachment C – John Wayne Airport Retention Schedule
Attachment D – OC Community Resources Retention Schedules
Attachment E – Sheriff-Coroner Retention Schedules
Attachment F – Revised Policy and Retention Schedule 16F