FROM:
City Clerk
SUBJECT:
Approval of a Resolution Amending and Updating the City’s Records Retention Schedule
Title
End
RECOMMENDATION:
Recommendation
Approve Resolution No. 2026-027, adopting a revised Records Retention Schedule for the retention and destruction of obsolete records.
End
COUNCIL GOALS:
• To create a team by working together to provide stability and consistent policy direction.
• Operate in a businesslike manner by correcting problems immediately.
DISCUSSION:
California Government Code section 34090 et seq., provides that, with the approval of the City Council by resolution and with the written consent of the City Attorney, the head of a City department may destroy any City record after a set amount of time, consistent with State statutory requirements and best practices.
The City of Fontana (" City") retains records pursuant to the city- wide Records Retention Schedule. The purpose of the City-wide Record Retention Schedule is to establish consistent standards for all City records in line with applicable law; and to ensure the disposal of obsolete records in line with that adopted schedule so City is not expending unnecessary resources for a longer retention period than is necessary.
Section 2- 298 of the City of Fontana Municipal Code requires that any amendments to the City's Records Retention Schedule be adopted by resolution of the City Council. The revisions to the Records Retention Schedule reflected in this item are the result of comprehensive internal discussions with City departments to ensure that recordkeeping requirements remain current, practical, and aligned with operational needs. Departments were consulted to identify gaps, clarify existing retention periods, and address evolving administrative practices.
As a result of this collaborative review, updates have been incorporated across most departments to improve consistency, enhance compliance with applicable legal and regulatory standards, and better reflect how records are created, maintained, and utilized in the course of City business. The proposed changes are intended to provide clearer guidance to staff, support efficient records management practices, and reduce the risk associated with either premature destruction or unnecessary retention of records. The updated schedule reflects a coordinated effort to modernize the City’s records management framework while maintaining accountability and transparency.
FISCAL IMPACT:
None
MOTION:
Approve staff recommendation.