REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BOARD OF THE FOLLOWING:
SAN BERNARDINO COUNTY
BOARD GOVERNED COUNTY SERVICE AREAS
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
SUCCESSOR AGENCY TO THE COUNTY OF SAN BERNARDINO REDEVELOPMENT AGENCY
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE FOLLOWING:
BIG BEAR VALLEY RECREATION AND PARK DISTRICT
BLOOMINGTON RECREATION AND PARK DISTRICT
COUNTY INDUSTRIAL DEVELOPMENT AUTHORITY
IN-HOME SUPPORTIVE SERVICES PUBLIC AUTHORITY
INLAND COUNTIES EMERGENCY MEDICAL AGENCY
INLAND EMPIRE PUBLIC FACILITIES CORPORATION
SAN BERNARDINO COUNTY FINANCING AUTHORITY
SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
AND RECORD OF ACTION
January 14, 2025
FROM
LYNNA MONELL, Clerk of the Board of Supervisors
SUBJECT
Title
Resolution and Records Retention Schedules for San Bernardino County
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County, Board Governed County Service Areas, San Bernardino County Flood Control District, Successor Agency to the County of San Bernardino Redevelopment Agency, Big Bear Valley Recreation and Park District, Bloomington Recreation and Park District, County Industrial Development Authority, In-Home Supportive Services Public Authority, Inland Counties Emergency Medical Agency, Inland Empire Public Facilities Corporation, San Bernardino County Financing Authority, and San Bernardino County Fire Protection District, adopt the Countywide Resolution and Records Retention Schedule for the management of records (Four votes required).
2. Acting as the governing body of San Bernardino County, adopt Resolutions and Records Retention Schedules for the management of County records for the following (Four votes required):
a. Department of Aging and Adult Services - Public Guardian Resolution and Records Retention Schedule
b. Department of Agriculture/Weights & Measures Resolution and Records Retention Schedule
c. Department of Airports Resolution and Records Retention Schedule
d. Auditor-Controller/Treasurer/Tax Collector Resolution and Records Retention Schedule
e. Department of Behavioral Health Resolution and Records Retention Schedule
f. Department of Child Support Services Resolution and Records Retention Schedule
g. Children and Family Services Resolution and Records Retention Schedule
h. Children’s Network Resolution and Records Retention Schedule
i. Clerk of the Board of Supervisors Resolution and Records Retention Schedule
j. Community Development and Housing Department Resolution and Records Retention Schedule
k. County Counsel Resolution and Records Retention Schedule
l. Economic Development Department Resolution and Records Retention Schedule
m. Fleet Management Department Resolution and Records Retention Schedule
n. Human Services Resolution and Records Retention Schedule
o. Land Use Services Department Resolution and Records Retention Schedule
p. County Library Resolution and Records Retention Schedule
q. Museum Resolution and Records Retention Schedule
r. Office of Emergency Services Resolution and Records Retention Schedule
s. Office of Homeless Services Resolution and Records Retention Schedule
t. Performance, Education, and Resource Centers Resolution and Records Retention Schedule
u. Preschool Services Department Resolution and Records Retention Schedule
v. Probation Department Resolution and Records Retention Schedule
w. Public Defender Resolution and Records Retention Schedule
x. Department of Public Health Resolution and Records Retention Schedule
y. Purchasing Department Resolution and Records Retention Schedule
z. Real Estate Services Department Resolution and Records Retention Schedule
aa. Regional Parks Department Resolution and Records Retention Schedule
bb. Registrar of Voters Resolution and Records Retention Schedule
cc. Sheriff/Coroner/Public Administrator Resolution and Records Retention Schedule
dd. Transitional Assistance Department Resolution and Records Retention Schedule
ee. Veterans Affairs Resolution and Records Retention Schedule
ff. Workforce Development Department Resolution and Records Retention Schedule
3. Acting as the governing body of Inland Counties Emergency Medical Agency, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
4. Acting as the governing body of In-Home Supportive Services Public Authority, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
5. Acting as the governing body of the San Bernardino County Fire Protection District, adopt Resolution and Records Retention Schedule for the management of records (Four votes required).
(Presenter: Lynna Monell, Clerk of the Board of Supervisors, 387-3848)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Adoption of Records Retention Schedules (Schedule) is anticipated to result in cost savings to the County by avoiding the storage and management of unnecessary, obsolete records.
BACKGROUND INFORMATION
Government Code sections 26201 to 26202.6 and 26205 to 26205.8 describe the Board of Supervisors and Board of Directors’ (Board) responsibilities regarding the retention and destruction of County records, while Government Code section 26206.7 pertains to prescribing procedures for destruction of duplicate records. County Policy Nos. 10-07 and 10-08 also describe the Board and departments’ roles in records management. The Records Management Program shall govern the treatment of County records through the entirety of the records’ life cycle and is designed to apply effective and efficient management methods to the retention, preservation, and disposal of County records. Effective records management ensures that records are kept only as long as they have administrative, fiscal, legal, or historical value.
The Countywide Records Retention Schedule (Countywide Schedule) applies to records that are common to all County departments and Board Governed entities. It is used in conjunction with the department-specific Schedules and records identified in the Countywide Schedule that are not typically listed on a Department’s Schedule.
Each department and Board Governed entity is required to ensure that the approved Schedule is implemented on an ongoing basis - this means the proper retention, as well as disposition, of records - and that the retention periods set forth in the Schedule are up-to-date based on legal and other operational requirements. Thus, the Schedule must be reviewed by the department or Board Governed entity at least every two years for necessary legal and policy updates. Each department and Board Governed entity is also responsible for ensuring that its records are stored in a manner that ensures their physical or electronic safety, their security against unauthorized access, and, if applicable, their confidentiality.
The Clerk of the Board and County Counsel, and in more limited instances, the County Historical Archives, will assist departments and Board Governed entities and their respective records management coordinators in complying with and implementing the records retention program.
Changes to an existing Schedule or a newly formed Schedule must be submitted to the Board for review and approval.
A properly prepared and implemented records retention schedule reduces County costs, makes records more accessible for County operations and to the public, and ensures the preservation of records that have long-term value to the County.
The attached resolutions adopt the new records retention schedules for County records, and authorize staff to destroy records in accordance with that schedule and County policies and procedures.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Daniel Pasek, Daniella Hernandez, Dawn Martin, Jacqueline Carey-Wilson, Jamie Ryan, John Tubbs, Jolena Grider, Kristina Robb, Miles Kowalski, Ramona Verduzco, Richard Luczak, and Suzanne Bryant, Deputies County Counsel; Bonnie Uphold and Jason Searles, Supervising Deputies County Counsel; Jeffrey Moret, Julie Surber, and Scott Runyan, Principal Assistants County Counsel; and Cynthia O'Neill, Chief Assistant County Counsel, 387-5455) on December 17, 2024; Finance (Penelope Chang, Administrative Analyst, 387-4886) on December 19, 2024; and County Finance and Administration (Stephenie Shea, Deputy Executive Officer, 387-5423) on December 23, 2024.