Long Beach, CA
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File #: 13-0907    Version: 1 Name: CC-Pilot Archive policy
Type: Agenda Item Status: Withdrawn
File created: 10/7/2013 In control: City Council
On agenda: 10/15/2013 Final action: 10/15/2013
Title: WITHDRAWN Recommendation to approve a six month pilot program for the Long Beach Police Department and Long Beach Housing Authority Bureau for the Long Beach City Electronic Archive policy (as shown in Attachment I) to provide for the permanent retention of paper records in a secure and unalterable electronic format.
Sponsors: City Clerk
Attachments: 1. 101513-R-9sr&att.pdf
TITLE
WITHDRAWN
Recommendation to approve a six month pilot program for the Long Beach Police Department and Long Beach Housing Authority Bureau for the Long Beach City Electronic Archive policy (as shown in Attachment I) to provide for the permanent retention of paper records in a secure and unalterable electronic format.

DISCUSSION
Since the year 2000, the City of Long Beach has recognized that the electronic storage of permanent City documents enhances government transparency and staff productivity. While more than six million document pages (comprising twenty two million images) are stored in electronic format, valuable staff labor and scarce office space are consumed until the original paper record can be destroyed.

To optimize our current electronic records management practices and mitigate the costs of keeping original paper records, it is recommended that the City adopt a pilot program that will permit the destruction of original paper documents by establishment of a trusted system policy that meets the requirements of the California Government Code.

Compliance with Government Code requirements will ensure that electronically stored records are: [1] true and accurate representations of the original information and [2] accessible to the public for the duration of the records' applicable retention period. As mandated by law, no page of any record, paper, or document shall be destroyed if the page cannot be reproduced on film with full legibility. Every un-reproducible page shall be permanently preserved in a manner that will afford easy reference.

Assuming approval of the proposed policy, every reproduction from the trusted system shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction, as the case may be, of the original. The proposed Electronic Archives Policy has been developed in accord with standards recommended by Association for Information and Image Management.

This matter was revie...

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