To: Board of Supervisors
From: Planning and Building Services
Meeting Date: September 26, 2023
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Department Contact: |
Adrienne Thompson |
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707-234-6650 |
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Department Contact: |
Julia Krog |
Phone: |
707-234-6650 |
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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 Records within the Department of Planning and Building Services, Pursuant to Government Code Sections 26202 and 26205
End
Recommended Action/Motion:
recommendation
Adopt the Resolution to authorize the destruction of certain records within the Department of Planning and Building Services, pursuant to Government Code Sections 26202 and 26205; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
Resolution No. 09-202 created a Master Records Retention Schedule for the General Services Agency’s Central Services Division. On February 12, 2013, the Board of Supervisors adopted Resolution No. 13-013, which authorized Planning and Building to destroy records.
Summary of Request:
As part of the scanning project to digitize all Planning and Building Records, it is necessary to purge those files which are not necessary to maintain, pursuant to Government Code Sections 26202 and 26205. Many of these records already have a digital backup saved in our shared drive or trakit database. There are several boxes of records that will first be scanned and then destroyed along with this process, which will reduce the number of items in storage by approximately 200 boxes. Once this batch of records had been destroyed, additional files will be brought to the Ukiah office from Ft. Bragg for scanning prior to destruction. This Resolution is related to the Toshiba contract, which is the company that has been selected to provide the mass scanning of all PBS documents, as a long-term goal. Additionally, PBS is working on a Records Retention schedule that will be brought to the Board at a future date and will eliminate the need for individual Resolutions to be approved by the Board of Supervisors prior to destruction.
Alternative Action/Motion:
Do not adopt the resolution and provide direction to staff.
Does This Item Support the General Plan? Yes
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: BU 2852 |
budgeted in current f/y: Yes |
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current f/y cost: $4400 |
if no, please describe: |
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annual recurring cost: N/A |
revenue agreement: N/A |
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budget clarification: Annual cost will be captured in the Toshiba contract. |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Steve Dunnicliff, Deputy CEO |
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CEO Review: Yes |
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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 26, 2023 |
Executed Item Type: Resolution Number: 23-161 |
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