Agenda

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C. 41

To:	Board of Supervisors
From:	Dianne Dinsmore, Human Resources Director
Date:	February 11, 2020

Contra

Costa

County

Subject:

Authorize Destruction of County Records maintained by the Merit Board

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 02/11/2020

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Federal D. Glover, District V Supervisor

ABSENT:

Karen Mitchoff, District IV Supervisor

Contact:

Dianne Dinsmore (925) 335-1766

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 11, 2020
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

AUTHORIZE the destruction of County Records maintained by the Merit Board as follows: Merit Board records, such as Board hearing minutes, hearing exhibits, findings, decisions and related records, that are no longer necessary for County purposes and are not otherwise required by law to be preserved, may be destroyed at the direction of the Director of Human Resources ten years after a case is decided.

FISCAL IMPACT:

None

BACKGROUND:

Government Code section 26202 provides that unless the law requires a record to be preserved, any record more than two years old may be destroyed without being photographed, microfilmed or otherwise reproduced if the Board determines by four-fifths (4/5) vote that the retention of such documents is no longer necessary or required for County purposes.

BACKGROUND: (CONT'D)

In order to efficiently manage the volume of records continuously generated and received, the Merit Board must dispose of unnecessary records and documents that have no apparent historical significance or further administrative or litigation value, are more than ten 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.

Even though the law authorizes destruction of records after two years, the Merit Board will retain its records for ten years after a case is decided. This conservative retention policy will ensure that records remain available for business and legal purposes for a significant period of time.

CONSEQUENCE OF NEGATIVE ACTION:

If the Board of Supervisors does not approve this recommendation, then the Merit Board will not have a clearly specified records retention policy.