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Home My WebLink About18-078 f��.1�%i%�//r l�/ % �✓ „�i /r / ;i ! / , � ., ,,,� r. � ,, / i i..% �1. r/ � %! ,,.:;^ ii ,f,,, ,, �i / ✓ < i i i ,o,Vii, �i ,/. � ;„„ ,,,,<. / //i- , ,,,,,i .�i ✓. i /i i. ./. {ilk// ,,/�/,i.,,!l/ ��,,��. ,,,,i: ,� // ,�✓„ ,,,.,,G ,,,�,,,/,,,,,,,,,,,,,,,, ,,,,,,, ir, ,,,.,,,G !,, ,, c.:i i/L.,,�,,,,i✓,,, ,,,{i:>,, ,,,,,,,1„,,,,,, /,i��,, ,!?i„/„i„ „�� ,,�, ,�!' ,,,,,i,//,Ih rs. t z Resolution No. 18-078 RESOLUTION APPROVING THE DEPARTMENT OF PUBLIC WORKS' USE OF AN ELECTRONIC RECORDS RETENTION SYSTEM AND AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO DESTROY HARDCOPY OFFICIAL RECORDS WHEREAS, pursuant to Government Code section 12165.7, 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 alllows 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 recordis 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 12168.7, 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, the Department of Public Works has a. Board-approved departmental records retention schedule; and WHEREAS, pursuant to its Policy the Department of Public 'Works has established a trusted system for the conversion of certain hardcopy official recordls 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 Public Works 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 Public Works` electronic records retention policy meets the standards of a "Trusted System" under Government Code section 12168.7; and WHEREAS, the Director of Public Works has custody of the following departmental official records (hereafter "Official Records"): RECORD CATEGORY Accounting Files Drawings BOS-resolutions,ordinances related to Public Works Encroachment Permits Building&Safety Reports Insurance Documents Such As Engineers Errors&Omissions Citizen Complaints Proposals, Bids For Construction Correspondence Special District Records Consultant contracts Appeals Contracts administration records Cash Receipts Contracts with state a encies Certificate Of Compliance Applications For Review Correspondence Files Design Review Guidelines County Records,Generally l=ee Schedule Director's Decision letters Land Development Application Files Duplicate Records Lot Line Adjustments 1 Mergers Grant applications Parcel Information Sheets Grant administration documentation Permits Grants Public Handouts HazardouslToxic Substance Exposure Records Receipts And Deposits For All Fees Collected - includes deposit orders,general ledger,daily transactions,etc. Litigation Documents Road Easement Abandonment Applications Reviewed Office Layout Floor Plans Special Districts-County Service Areas Ordinance Code Amendment Files Streets: adoption, acceptance, functional classifications, names, numbering OSHA Records Subdivision Maps Personnel Files Tentative Parcel Maps Project Files Layout Sheets, Right Of Way Maps Training Files Road Files Travel Expense Claim Vehicle Accident Reports WHEREAS,the Official Records are not required by law to be retained in hardcopy format; and WHEREAS,the Director of Public Works has ensured that: (i) Public Works'electronic records retention policy is a part of the County's Trusted System, is produced in compliance with Government Code section 12168.7, and does not permit additions, deletions or changes to the original record or other duplicate of the record; (ii) the official electronic records maintained by Public Works pursuant to this policy shall be conveniently accessible for the duration of the records' applicable retention period; and (iii) a duplicate copy of the official electronic records is also separately maintained and does not permit additions,deletions, or changes to the original document images; and WHEREAS,the Director of Public Works is required to secure the Board of Supervisors' approval of its electronic records retention policy as a Trusted System, as well as authorization to destroy the original hardcopy of the Official Records that are electronically maintained pursuant to this policy. NOW,THEREFORE, BE IT RESOLVED that the Butte County Board of Supervisors hereby approves the Department of Public Works' electronic records retention policy as a Trusted System; and BE IT FURTHER RESOLVED that, pursuant to Government Code section 26205.1, subdivision (a),the Butte County Board of Supervisors hereby grants the Director of Public Works 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 Public Works 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 Public Works or his/her designee until final resolution of litigation, audit and/or records request. 0 PASSED AND ADOPTED by the Board of Supervisors of the County of Butte this Stn day of May, 2018, by the following vote: AYES:Supervisors Connelly, Wahl, Kirk, Teeter, and Chair Lambert NOES: None ABSENT: None NOT VOTING: None )4a— Steve Lambft, Chair Butte County Board of Supervisors ATTEST: EST., Shari McCracken, Chief Administrative Officer and Cle theof Supervisors By: Deputy