HomeMy WebLinkAboutSlides from City Clerk Presentation on June 23City Clerk
Presentation to the Technology and
Privacy Advisory Task Force
June 23, 2022
Duties and Responsibilities
Technology Examples
NetFile
Purpose: Receive and maintain Statements of Economic Interest
(FPPC Form 700) and campaign disclosures
Program governed by Political Reform Act
Privacy Considerations:
Certain information online is redacted
Unredacted filings are available on request (required by law)
eScribe
Purpose: Manage public meeting agendas and items, including online
agenda publication
Privacy Considerations:
Personal information (email, phone, address) redacted prior to publication
Worked with vendor to remove email address requirement for public
comments
Technology Examples (cont)
Board and Commission Member Database
Purpose: Manage contact information and term history of City board
and commission members
Currently an in-house database stored locally; transitioning to a
cloud-based software system
Privacy considerations:
Personal is kept confidential (e.g. applications are redacted, access to the
database is limited)
Data requested and maintained is limited to information necessary to
contact the member, manage terms, and evaluate eligibility
Laserfiche
Purpose: Storage of electronic records/Electronic Records
Management (ERM) system
Privacy considerations:
Configurable user rights and privileges
Includes redaction functionality
Public Records Act
“In enacting this chapter, the Legislature, mindful of the right
of individuals to privacy, finds and declares that access to
information concerning the conduct of the people’s business is
a fundamental and necessary right of every person in this
state.” Gov Code 6250
The Act defines “public records” as “any writing containing
information relating to the conduct of the public’s business
prepared, owned, used, or retained by any state or local
agency regardless of physical form or characteristics.”
Public Records Act Requests
City Clerk’s office processes ~1,000 annually (all
departments, except Police)
Public has right to access records unless exempt from
disclosure by law
All responsive records reviewed for exemptions by
records staff in conjunction with City Attorney’s office
Exemption examples (GC 6254; not inclusive):
Litigation records, until litigation is final
Investigation records
Personnel records which would constitute an unwarranted
invasion of personal privacy
Library circulation records
Records Management Program
Records
Inventory and
Classification
Retention
Schedule
Records Storage
and Conversion
Vital Records
Program
Disaster
Prevention and
Recovery
Planning
Disposition
City Retention Schedule
Records Disposition
Final operation in action taken in the lifecycle of a
record
Transfer to archives or destruction of obsolete records
Archive storage
Onsite in City Clerk vault
Offsite at records storage facility
Records Destruction Process
Office of
Record/
Department
submits
request
City Clerk
records staff
verifies
eligibility
Approval
required by:
1.City Clerk/
Records Manager
2.Finance Director
3.City Attorney
Staff
certifies the
records were
destroyed
Certificates
of
destruction
retained for
10 years
Records-Related Efforts
Update of policies and procedures
Disposition of obsolete records at offsite storage
Updated Records Retention Schedule
In process:
Modernizing file plans for electronic storage system
Electronic communications policy update
Records and Information Management policy update
Digitize permanent records (ongoing)
Upcoming:
Staff training
Periodic records disposition events
Questions?