DATE: September 12, 2018
SUBJECT:
Title
RESOLUTION AMENDING BOARD OF PORT COMMISSIONERS (BPC) POLICY No. 371, RECORDS RETENTION POLICY AND RENAMING THE POLICY TO RECORDS AND INFORMATION MANAGEMENT POLICY
Body
EXECUTIVE SUMMARY:
Staff recommends revising Board Policy No. 371 (Policy) in its entirety and renaming the policy "Records and Information Management Policy". See Attachment A.
In order to modernize the District's records and information management program, staff engaged Kaizen InfoSource in the spring of 2018. Their scope of work includes recommending a long-term, comprehensive solution to managing records with the use of technology. This proposed Policy addresses records over their entire life cycle, from creation to final disposition providing the guidance upon which a modernized Records and Information Management Program will be further developed.
RECOMMENDATION:
Recommendation
Adopt a Resolution amending Board of Port Commissioners Policy No. 371, Records Retention Policy and renaming the Policy to Records and Information Management Policy
Body
FISCAL IMPACT:
This agenda item has no fiscal impact.
COMPASS STRATEGIC GOALS:
This agenda item supports the following Strategic Goal(s).
* A Port that the public understands and trusts.
* A Port with an innovative and motivated workforce.
* A financially sustainable Port that drives job creation and regional economic vitality.
DISCUSSION:
On June 4, 2002, the Board of Port Commissioners (BPC) established BPC Policy No. 371, Records Retention Policy and Retention Schedule. This action established the policy for identifying, receiving, retaining, storing, protecting and disposing of Port District records which laid the foundation for the District's current records management program. This program was modeled after the State of California's Records and Information Management (CalRIM) Program codified in California Government Code Sections 12270-12279.
Since 2002, the Board has taken...
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