Long Beach Municipal Code Ch. 1.28 Record Retention

Footnotes:

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State Law reference— Provisions relating to the destruction of City records, see Gov. C. § 34090 et seq.

Note— Prior code history: Prior code §§ 2760—2762.

All documents prepared, received or maintained by the office of the Mayor, City Councilmembers, by any elected City official, and by the head of any City Department, are the property of the City. The originals of these documents shall be maintained consistent with State law and the records retention policies of the City as set forth in the City Charter, and by administrative regulation.

(ORD-06-0059 § 1 (part), 2006)

With the assistance of the City Clerk, record retention schedules shall be prepared by the Mayor and each City Councilmember, the City Manager for any department under his or her direction and control, and by the elective officers for their respective departments. Said retention schedules shall be submitted to the City Council for approval. The retention schedules shall designate and describe each separate type, class or series of City records and shall provide: (a) the length of time that each type, class or series of records must be maintained; (b) when any of the records may be transferred from the department to the City record center; (c) when duplicate records may be destroyed pursuant to Section 1.28.030; and (d) when requests may be submitted to the City Attorney for consent and to the City Council for approval of destruction of original or record copies of City records.

(ORD-06-0059 § 1 (part), 2006)

Original or record copies of City records which are not required by law to be permanently maintained shall not be destroyed until a request for the destruction of each original or record copy or class or series of such records has received the prior written consent of the City Attorney and the prior approval of the City Council in accordance with the provisions of the California Government Code relating to the destruction of public records. Such consent and approval of a request for destruction of a type, class or series of records shall not constitute continuing authority for subsequent destruction of the same type, class or series of records, but the consent and approval required by this Section shall be obtained prior to each such subsequent destruction.

(ORD-06-0059 § 1 (part), 2006)

The Mayor and each City Councilmember, the elective department heads, the City Manager or a Department head who has been given written authorization by the City Manager, may destroy or cause the destruction of any duplicate City record, which is less than five (5) years old, if the Mayor, Councilmember, elective officer, City Manager, or duly authorized department head has determined to his or her satisfaction that the duplicate record does not constitute the official record copy, and that the duplicate record is no longer required for use in the conduct of City business, and that the duplicate copy has been kept for the time specified by the record retention schedule as approved by the City Council.

(ORD-06-0059 § 1 (part), 2006)