Records Management is the systematic control over the creation, acquisition, processing, use, protection, storage and final disposition of all recorded information required by a municipal government to effectively conduct its business. Record keeping involves assembling and managing the correct information (1) in the proper form, (2) at the right place, and (3) in a timely manner for use by the appropriate persons. It is a dynamic system for managing records in an efficient and cost-conscious manner.
The Citywide Records Management program was adopted by Resolution 85-128. This action resulted in a Records Retention Schedule. The Retention Schedule provides a uniform filing system, policies and procedures retention. Resolution 85-128 was amended in 1999 (Resolution 99-152) to include the imaging system, changes in the Public Records Act and modifications in Government Codes affecting Records Management. The Records Management Program Resolution, including the Records Retention Schedule, is updated periodically. The link to the most current version is below.
In May 1998, the City implemented an Imaging System. The Imaging System scans and stores documents electronically. Electronic documents can be accessed and retrieved at workstations then viewed by multiple users simultaneously. The Imaging System contains all City Council records (minutes, resolutions and ordinances) from City Incorporation (1964) to the present; Planning Commission records from 1965; Thousand Oaks Municipal Code; Public Works Maps; Community Development - Building Division Plans; and selected City Board/Commission/Committee Minutes. The public may access this system from their own computer, 24/7. See City Records/Documents Imaging System for details.
For additional information contact City Clerk Department at (805) 449-2151.
Resolution 2015-009: Policies and Procedures and Records Retention for the Records Management Program