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Chapter 7. Destruction Of Records Of Special Districts of California Government Code >> Division 1. >> Title 6. >> Chapter 7.
The legislative body of any special district may authorize
at any time the destruction or disposition of any duplicate record,
paper, or document, the original or a permanent photographic record
of which is in the files of any officer or department of the
district.
(a) For purposes of this section, "record" means any record
consisting of a "writing," as defined by subdivision (f) of Section
6252.
(b) The legislative body of a district may destroy or dispose of any record that is not expressly required by law to be filed and preserved through either of the following procedures:
(1) The legislative body may authorize the destruction or disposition of any category of records if it does both of the following:
(A) Adopts a resolution finding that destruction or disposition of this category of records will not adversely affect any interest of the district or of the public.
(B) Maintains a list, by category, of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category.
(2) The legislative body may, by resolution, adopt and comply with a record retention schedule that complies with guidelines provided by the Secretary of State pursuant to Section 12236, that classifies all of the district's records by category, and that establishes a standard protocol for destruction or disposition of records.
(c) A district is not required to photograph, reproduce, microfilm, or make a copy of any record that is destroyed or disposed of pursuant to this section.
(d) Notwithstanding any other provision of this section or other provision of law, a district may not destroy or dispose of any record that is any of the following:
(1) Relates to formation, change of organization, or reorganization of the district.
(2) An ordinance adopted by the district. However, an ordinance that has been repealed or is otherwise invalid or unenforceable may be destroyed or disposed of pursuant to this section five years after it was repealed or became invalid or unenforceable.
(3) Minutes of any meeting of the legislative body of the district.
(4) Relates to any pending claim or litigation or any settlement or other disposition of litigation within the past two years.
(5) Is the subject of any pending request made pursuant to the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1), whether or not the district maintains that the record is exempt from disclosure, until the request has been granted or two years have elapsed since the district provided written notice to the requester that the request has been denied.
(6) Relates to any pending construction that the district has not accepted or as to which a stop notice claim legally may be presented.
(7) Relates to any nondischarged debt of the district.
(8) Relates to the title to real property in which the district has an interest.
(9) Relates to any nondischarged contract to which the district is a party.
(10) Has not fulfilled the administrative, fiscal, or legal purpose for which it was created or received.
(11) Is an unaccepted bid or proposal, which is less than two years old, for the construction or installation of any building, structure, or other public work.
(12) Specifies the amount of compensation paid to district employees or officers or to independent contractors providing personal or professional services to the district, or relates to expense reimbursement to district officers or employees or to the use of district paid credit cards or any travel compensation mechanism. However, a record described in this paragraph may be destroyed or disposed of pursuant to this section seven years after the date of payment.
(b) The legislative body of a district may destroy or dispose of any record that is not expressly required by law to be filed and preserved through either of the following procedures:
(1) The legislative body may authorize the destruction or disposition of any category of records if it does both of the following:
(A) Adopts a resolution finding that destruction or disposition of this category of records will not adversely affect any interest of the district or of the public.
(B) Maintains a list, by category, of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category.
(2) The legislative body may, by resolution, adopt and comply with a record retention schedule that complies with guidelines provided by the Secretary of State pursuant to Section 12236, that classifies all of the district's records by category, and that establishes a standard protocol for destruction or disposition of records.
(c) A district is not required to photograph, reproduce, microfilm, or make a copy of any record that is destroyed or disposed of pursuant to this section.
(d) Notwithstanding any other provision of this section or other provision of law, a district may not destroy or dispose of any record that is any of the following:
(1) Relates to formation, change of organization, or reorganization of the district.
(2) An ordinance adopted by the district. However, an ordinance that has been repealed or is otherwise invalid or unenforceable may be destroyed or disposed of pursuant to this section five years after it was repealed or became invalid or unenforceable.
(3) Minutes of any meeting of the legislative body of the district.
(4) Relates to any pending claim or litigation or any settlement or other disposition of litigation within the past two years.
(5) Is the subject of any pending request made pursuant to the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1), whether or not the district maintains that the record is exempt from disclosure, until the request has been granted or two years have elapsed since the district provided written notice to the requester that the request has been denied.
(6) Relates to any pending construction that the district has not accepted or as to which a stop notice claim legally may be presented.
(7) Relates to any nondischarged debt of the district.
(8) Relates to the title to real property in which the district has an interest.
(9) Relates to any nondischarged contract to which the district is a party.
(10) Has not fulfilled the administrative, fiscal, or legal purpose for which it was created or received.
(11) Is an unaccepted bid or proposal, which is less than two years old, for the construction or installation of any building, structure, or other public work.
(12) Specifies the amount of compensation paid to district employees or officers or to independent contractors providing personal or professional services to the district, or relates to expense reimbursement to district officers or employees or to the use of district paid credit cards or any travel compensation mechanism. However, a record described in this paragraph may be destroyed or disposed of pursuant to this section seven years after the date of payment.
(a) Notwithstanding Section 60201, the legislative body of a
district may authorize the destruction of any record, paper, or
document that is not expressly required by law to be filed and
preserved if all of the following conditions are complied with:
(1) The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document in compliance with Section 12168.7 for recording of permanent records or nonpermanent records.
(2) The device used to reproduce the record, paper, or document on film, optical disk, or any other medium is one that accurately reproduces the original thereof in all details and that does not permit additions, deletions, or changes to the original document images.
(3) The photographs, microphotographs, or other reproductions on film, optical disk, or any other medium are placed in conveniently accessible files and provision is made for preserving, examining, and using the files.
(b) For the purposes of this section, every reproduction shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original.
(1) The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document in compliance with Section 12168.7 for recording of permanent records or nonpermanent records.
(2) The device used to reproduce the record, paper, or document on film, optical disk, or any other medium is one that accurately reproduces the original thereof in all details and that does not permit additions, deletions, or changes to the original document images.
(3) The photographs, microphotographs, or other reproductions on film, optical disk, or any other medium are placed in conveniently accessible files and provision is made for preserving, examining, and using the files.
(b) For the purposes of this section, every reproduction shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original.
For the purposes of this chapter, the terms "special
district" and "district" also include the South Coast Air Quality
Management District, the Bay Area Air Quality Management District,
and the San Joaquin Valley Air Pollution Control District, and the
term "legislative body" also includes the boards of the districts.
