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Home My WebLink About17-152 r r i F r✓ J r// ,, ,� r �/ r r r �/ r / /rr/ r. / r r / r / .r,r ✓ l f r //,/r l,r 1 � r/ „.., tl 1,,., ,, r r, ,;r, ,,a r/,r ,r ,.,Ji / ,, ,,. / ✓r,r .,/ ,r,,;�' 7,. rl.;,,rr /rG / //f/� ,"/. !�/��/�,/r, I ,r,, ,,,,, ,, rr r/ ., r,, r/ i<y /,,, / ,,,, .,r � i 1 rf/r�////r/ r✓/I/�o/„ y,.,,//%/�/I f i' , .,,, /l /✓i r» /:r r y,,, ;,r Gl r l,,:r r�/r /r l�i/ ///rfu//, /l�r n" ,,,,k 1...,1. r%,./, Ir, s,,, r, ,. r/ ,/ ,( rr., 6 „ ,:",,, n ,..,,, c . l;. r. ///.r r//i /.�,✓ r ///r,'9,�e/," rr. ,r,,.. 'i„%, r r,.,. I, % rrr r r r ✓ /,: r .r ,r,. ;.. , �../ //rf...// �r ,rr,i /✓rrir/l Irr r r or ,,,/ / ,, ./t /, ,,r„/rc / rr ✓„ /r ,r,,rr, ,,, r ✓, , „r 1 ra / / �/�r „ ,,, ,,,, a / ,,,,;, ., <. ,/,.rn. ,„!r, ,.. r r, „�dr. ,r r r, „: ,,..Ji, r,- /,. r„/, / /%/. f, 7.. .� /, ., frrr... ,,,., .✓,, ,,. r ,. ., err.. ✓ .,/. ,,: ., / ,... ✓ 11 ,">,r!//, ..,...: r �,%� r Ir / u / / � / r. / rrr r / 1 ✓r r� ✓ r � r, / J / r / ri rr r ./r .,, � ,” ri .r., ✓., •J r /. .l..r :/ ,rrr ,/ r �bn/O��l��i,J1hr 4�/ r/r � r„ ,, ,/ „r�qy� r /,//„ec Vrn.r ,,,/i,u;,,,,,,, ,,,_u r, ,,._.,.� /,,/l.r.ee�,,,,,,rrGU�n/✓c,,, r,,,�,, ll.,,,�///f/, „��.,., /,�„ ///i../i, � J,v/// r/� :,!,r Gr d„c�,�,r„r. Resolution No. 17-152 RESOLUTION APPROVING THE DEPARTMENT OF DEVELOPMENT SERVICES' USE OF AN ELECTRONIC RECORDS RETENTION SYSTEM AND AUTHORIZING THE DIRECTOR OF DEVELOPMENT SERVICES TO DESTROY HARDCOPY OFFICIAL RECORDS WHEREAS, pursuant to Government. Code section 12168.7, the term "trusted system" means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the original document; and WHEREAS, Government Code section 26205 allows the Board of Supervisors, at the request of a County officer, to authorize the destruction of any County record that is not expressly required by law to be filed and preserved if the record is electronically recorded on a trusted system, does not permit additions, deletions, or changes to the original document images, is produced in compliance with Government Code section 121.68.7, accurately reproduces the original record in all details,and is conveniently accessible,and if a duplicate copy of the electronic record contained in the trusted system that does not permit additions, deletions, or changes to the original document images is also separately maintained; and WHEREAS, in accordance with Government Code section 26205.1, the County officer having custody of County records that are not expressly required by law to be filed and preserved may cause to be destroyed such records if the Board of Supervisors has adopted a resolution authorizing said County officer to destroy the records pursuant to Government Code section 26205.1, subdivision (a), the County officer who destroys any record maintains such record electronically in a trusted system that does not permit additions, deletions, or changes to the original record or other duplicate of the record and is produced in compliance with Government Code section 12168.7; and WHEREAS, pursuant to Resolution No. 14-168("Revised Resolution Establishing an Orderly System for Destruction of Records of the County of Butte"), the Board of Supervisors has acknowledged its authority to approve a department's electronic records retention policy and destruction of original records; and WHEREAS, pursuant to Resolution No. 14-168("Revised Resolution Establishing an Orderly System for Destruction of Records of the County of Butte"),the Department of Development Services has a Board-approved departmental!records retention schedule; and WHEREAS, pursuant to its Policy No. 440.40.008.01, the Department of Development Services has established a trusted system for the conversion of certain hardcopy official records to electronic records pursuant to Government Code section 26205; and WHEREAS, County staff has reviewed the electronic records retention policy established by the Department of Development Services to the greatest extent possible in order to ensure that hardcopy official records are properly electronically converted and stored in a trusted system; and WHEREAS, County staff has determined that the Department of Development Services' electronic records retention policy meets the standards of a "trusted system" under Government Code section 12168.7; and WHEREAS, the Director of Development Services has custody of the following departmental official records (hereafter"Official Records"): RECORD CATEGORY Chronological Files(copies of director'slstaffs Correspondence) 1980 General Plan fire,timber, range diagrams Code Enforcement Advisory Board,Agendas,Notices, Correspondence 1980 General Plan geotechnical interpretive diagrams Code Enforcement Advisory Board Meeting Minutes 1980 General Plan land use diagrams Code Violation Case Files BOS-resolutions,ordinances related to D.S.IDevelopment Director's Decision Letters General Plan Annual Report Equipment Records, Operator's Manuals,Warranties CEQA Exempt LLA&merger maps reviewed Fee Schedule Certificate of Compliance(DET)applications reviews Inspection&Mileage Reports Chronological files(copies of director's/staffs correspondence) Obsolete General Plan Diagrams 3 sets Complaints Procedures Manuals Consultant contracts Purchase Order Records Contracts administration records Accounting Files Contracts with state agencies Citizen Complaints Cultural resource index Correspondence Zoning Administrator decision letters Correspondence Files Planning Division Fee schedule Monthly Reports(revenue expenditures) Fish&Wildlife environmental filing fee records Other Grants General Plan geo-technical'interpretive diagrams Project Files General Plan text amendment files Staff Meeting Minutes Grant administration documentation Training Files Grant applications Vehicle Accident Report Index card files Assembly Buildings"A"Occupancy Files Inventory records(assets) BOS-resolutions,ordinances related to CA Building Standards Code Land Development application files Building census reports Obsolete General Plan diagrams 3 sets Building Permits Ordinance code amendment files Business"B"Occupancy Files Planner's workload status reports Commercial Plans Planning Commission,committee,ALUC agendas Complaints Planning Commission,Committee,ALUC Audio Recordings Demolition permit applications Planning Commission,Committee, ALUC minutes and records Building Manager's decision letters Procedures manuals Education buildings"E"occupancy files Projects logs Building Division Fee schedule Public Handouts-other D.S. publications not specifically listed herein Final building inspection reports Publications in library-reference materials Fire protection system-automatic fire sprinkler system plans Purchase order records Fire protection system-fire alarm system Reference-aerial photography Fire protection system-kitchen hood&duct Reference-cultural resource surveys Hazardous occupancy"H"occupancy files Reference-deer herd maps Hospitals,nursing homes,jails"I"occupancy files Reference-special status species database Lic. Care facility"R"-2 residential care facility files Reference-wildland fire hazard maps Lic. Group care facility"R"-6 files Reference-wildlife habitat maps Manufacturing buildings"F"occupancy files Reference materials-clerical Merchandising occupancy"M"occupancy files Requests for proposals Multi-unit occupancy"R"- 1 occupancy files Requests for qualifications Ordinance CA Building Standards Code amendment files Road easement abandonment applications reviewed Permits issued-fireworks,flammable LQ, LPG gas Security agreements Procedures Manuals Three-party contracts(county,property owner,consultant) Public handouts-other D,S, publications not specifically listed herein Timber harvesting plans reviewed for CF Reference-wildland fire hazard maps Timberland conversion applications reviewed for CDF Reference materials-clerical! Residential plans Soils(Geotechnical) WHEREAS,the OfficiaU Records are not required by law to be retained in hardcopy format; and WHEREAS, the Director of Development Services has ensured that: (i) Development Services' electronic records retention policy is a part ofthe County's trusted system, is produced in compliance with Government Code section 12168.7, and does not permit additions, deletions m,changes to the wrigima| record or other duplicate of the record; (ii) the official electronic records maintained by Development Services pursuantto this policy shall be conveniently accessible fo,rtMe duration of the records' applicable retention periad; and (iii) a duplicate copy of the nf[[da| e|ectrnmic records is also separately maintained and does not permit additions, deletions, mrchanges tothe mriQioaUdocument images; and WHEREAS, the Director mfDevelopment Services is required to secure the Board of Supervisors' approval of its electronic records retention policy as a trusted system, as well as aiuthorizatinm to destroy the original hardcopy of the DfQda[ Records that are electronically maintained pursuant 1othis policy. NOW,THEREFORE,BE IT RESOLVED that the Butte County Board of Supervisors hereby approves,the, Department of Development Services' electronic records retention policy(Policy No. 440.40.008.01) as trusted system; and . DE |TFURTHER RESOLVED that, pursuant LoGovernment Code section 26ZO5.1, subdivision (a),the Butte County Board of Supervisors hereby grants the Director of Development Services continuing authority to destroy the original hardcopy of the Official Records and maintain such Official Records electronically for the records' applicable retention period; and BE IT FURTHER RESOLVED that, if notice of litigation, reasonably anticipated litigation, audit or records request is received by the Department of Development Sen/ices prior to the expiration of the applicable retention period of the Official Records, the scheduled destruction, and/or deletion of any relevant Official Records and/or converted electronic records shall be suspended by the Director of Development Services or his/her designee until final resolution of litigation, audit and/or records request. PASSED AND ADOPTED by the Butte County Board of Supervisors this1Im day of September, 2017, by the following vote: AYES: Supervisors Wahl, Kirk, Lambert,Teeter, and Chair Connelly NOES: None ABSENT; None ° NOT VOTING: Nome Bill Connelly, Chair Butte County Board ofSupervisors Al0'EST: Paul Hahn, Chief Administrative Officer and Clerk ofthe Board ofSupervisors