On June 6, 2016 the City Council adopted Resolution 2016-032 establishing Policy C16-02, the Records Management Program for the City. On December 7, 2020, the City Council adopted Resolution 2020-080 amending Policy C16-02.
The amendment in December, 2020 updated the procedures to allow current and future staff the opportunity to ensure the City remains compliant with state and federal laws pertaining to City records.
In February of this year, the City Clerk issued RFP 2021-01, Retention Schedule Update to thoroughly review and update the City's Retention Schedule as the City had adopted the State of California’s Retention Schedule by reference which was out of date.
A Committee, comprised of the City Clerk, the Libraries and Community Activities Director and the Local History Librarian reviewed the RFP’s and unanimously chose the RFP submitted by Kaizen InfoSource, LLC.
Over the course of several months, Kaizen met with staff from all City Departments to create a Retention Schedule that encompasses the records created and retained in the course of business for Carmel-by-the-Sea.
The attached Records Retention Schedule has been reviewed and approved by the City Attorney’s office and reflects, at a minimum, the required local, state and federal retention for the City’s records. Staff recognizes the uniqueness of the City’s records and in many instances, recommended certain records be retained longer than legally required.
It is important to note, any plans that were "created by human hand" versus "printed by a machine" will be retained in paper form permanently due to their historical value.