Resolution 008-12-COE Amend Department of the Environment Record Retention Schedule and Policy

Resolution amending the Department of the Environment’s Record Retention and Destruction Schedule and Policy to change the retention of records of payments on contracts/agreements from “life of agreement + 20 years term retention” to “life of agreement + 2 years term retention” or the term required by the funding source and all references of the term “destroyed” to “recycled”.

WHEREAS, Chapter 8, SEC. 8.3 of the San Francisco Administrative Code requires each department head to maintain records and create a Records Retention and Destruction Schedule; now, therefore, be it,

RESOLVED, That the Commission on the Environment adopts the attached Record Retention and Destruction Schedule for the Department of the Environment, which Schedule changes the retention period for records of payments on contracts/agreements from “Life of Agreement + 20 years” to “Life of Agreement + 2 years”, and, be it

FURTHER RESOLVED, that by doing so, the Commission on the Environment also amends the Record Retention and Destruction Policy to change all references to the term “destroyed” to “recycled” with the understanding that any confidential documents  will be shredded before being recycled, and, be it,

FURTHER RESOLVED, that the Commission on the Environment empowers the President of the Commission to sign off on the Department of the Environment Record Retention and Destruction Schedule and Policy on behalf of the Commission.

I hereby certify that this Resolution was adopted at the Commission on the Environment’s Meeting on November 27, 2012.

__________________________________

Monica Fish, Commission Secretary

VOTE:     Approved (7-0)

Ayes:       Commissioners Tuchow, Gravanis, Arce, King, Mok, Stephenson and Wald

Noes:       None

Absent:    None