To: Board of Supervisors
From: Auditor-Controller
Agenda Section: Consent
SUBJECT:
title
Record Retention Policy for the Humboldt County Auditor-Controller's Office
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve the attached record retention policy for the Humboldt County Auditor-Controller's Office; and
2. Authorize the Humboldt County Auditor-Controller's Office and the Information Technology Division of the Humboldt County Administrative Office to dispose of electronic public records older than ten (10) years from the county's financial software.
Body
SOURCE OF FUNDING:
Not applicable
DISCUSSION:
On February 5, 2018, the California State Controller's Office ("SCO") issued a revised Accounting Standards and Procedures for Counties Manual ("ASP Manual") which outlines the guidelines that county financial officers are expected to follow to ensure compliance with applicable laws. The attached record retention policy is modeled after Appendix D of the ASP Manual which provides a recommended record retention policy specifically for county auditor-controller departments. The attached policy includes various retention periods as required by applicable local, state and federal laws, regulations and standards. It is the intention of the Humboldt County Auditor-Controller's Office to implement the attached record retention policy in order to be consistent with other county auditor-controller departments.
The request to dispose of electronic public records older than ten (10) years from the county's financial software, ONE Solution, is a result of the need to upgrade the county's current software. ONE Solution, a product of Superion, was purchased by Central Square Technologies. Central Square Technologies has informed counties throughout the State of California of their intention to stop servicing ONE Solution in favor of their upgraded software, Finance Enterprise. The County of Humboldt has opted to be a lead...
Click here for full text