To: BOARD OF SUPERVISORS
From: Executive Office
Meeting Date: September 9, 2025
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Department Contact: |
Cherie Johnson |
Phone: |
707-234-6600 |
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Department Contact: |
Emma Saucedo |
Phone: |
707-463-4441 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Adoption of Resolution Authorizing the Destruction of Certain Duplicate Records in the Executive Office, Health Benefits Division
End
Recommended Action/Motion:
recommendation
Adopt Resolution authorizing the Executive Office, Health Benefits Division, to securely destroy physical records related to employee benefits that have been accurately digitized and preserved in accordance with the Employee Retirement Income Security Act (ERISA), applicable federal and state regulations, and the County’s records retention policies.
End
Previous Board/Board Committee Actions:
None.
Summary of Request:
The Employee Retirement Income Security Act of 1974 (ERISA) requires certain employee benefit records to be retained but allows preservation in secure digital formats.
Under California Government Code, the County may destroy nonjudicial records once converted to electronic format. The Executive Office, Health Benefits Division, has digitized employee health benefit files into the DocuWare system.
This resolution authorizes the secure destruction of physical records that have been digitized, including future files, reducing storage needs, improving efficiency, and ensuring compliance with ERISA and related regulations.
Alternative Action/Motion:
Do not adopt the resolution and direct staff to retain physical records, resulting in continued use of storage resources and inefficiencies in records management.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: N/A |
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current f/y cost: N/A |
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budget clarification: N/A |
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annual recurring cost: N/A |
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budgeted in current f/y (if no, please describe): N/A |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Darcie Antle, CEO
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Adopted |
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Date: September 9, 2025 |
Executed Item Type: Resolution |
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Number: 25-142 |
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