Records Management
A Records Management Program ensures that records are created, used, stored, and disposed of efficiently and cost-effectively. Records should be kept only as long as they serve an administrative, fiscal, or legal purpose. Once they no longer have value, they should be destroyed—unless they hold historical or research significance, in which case they should be preserved. Effective records management not only saves costs and reduces legal risks but also makes staff workflows easier. Keeping records "just in case" can unnecessarily increase the agency's legal liability.
California Public Records Act
Understanding the California Public Records Act and Its Impact on the City of San Rafael
The California Public Records Act (CPRA) ensures public access to information concerning the conduct of government business. Under this law, we are required to make records available to the public upon request, unless the information is exempt by law. This transparency promotes accountability and trust between the government and the community it serves.
Compliance with the CPRA means responding promptly to requests, typically within 10 calendar days, to determine if records are disclosable. The City Clerk's office is tasked with tracking, processing, and fulfilling requests efficiently while safeguarding sensitive or confidential information, such as personal data, legal privileges, or law enforcement details.
To meet these requirements, the City utilizes NextRequest, streamlining the submission and management of records requests. The rising volume of requests highlights the community's engagement, making it essential for San Rafael to allocate sufficient resources and maintain a proactive approach to open government.
Ultimately, the CPRA empowers residents by ensuring access to public information while encouraging the City to operate with transparency and integrity. To support this effort, all staff are urged to watch the NextRequest Training Video to streamline records request management and the CPRA Training Video to ensure compliance with legal requirements. These tools and resources are vital to maintaining our commitment to excellent public service!
Records Destruction
When reviewing files, use the records retention schedule to decide if they’re ready for destruction. If they are, follow these steps:
Complete the Records Destruction Authorization Form.
- Complete the Records Destruction Authorization Form:
- File #: Your file’s reference number.
- Records Description: Briefly describe the records.
- Start Date/End Date: Oldest and newest dates in the file or group.
- Box #: If records are in a box, note the box number.
- Retention #: Found on the retention schedule (e.g., “CC-09”).
- Retention Period: From the retention schedule (e.g., “2 years”).
- Get Authorization:
Route the completed form to:- Your department head or division manager
- The City Clerk
- The City Attorney
- Destroy the Records:
Once approved, destroy the records and sign the form. Return the completed form to the City Clerk’s office, where it will be permanently retained.
Feeling Unsure About Destroying Records?
That’s normal! To ease your concerns, ask yourself:
- How serious would it be if these records weren’t available in 5–10 years?
- What are the chances we’ll need them?
- Are the costs of keeping them worth it?
- Is the information available elsewhere?
- What would it cost to recreate the record if needed?
Answering these questions will help you confidently decide how long to keep records.