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Council debates city records destruction; asks study of microfiche and broader review
Summary
Council members raised concerns about proposed destruction of older city records, directing staff to report on alternatives including microfiche, electronic storage and a broader review involving department experts and the city attorney.
The Los Angeles City Council debated a proposal to destroy certain original records on Oct. 2, 2001, and directed staff to develop a plan for alternatives, including microfiche and broader departmental review.
Item 5, which would have disposed of original records described as going back to the 1980s and earlier, prompted several councilmembers to press for preservation where appropriate. Councilmember Brunson called for the item to be treated as special and asked what time period the destruction would cover; colleagues expressed concern about losing institutional memory and the practical difficulties thawing from term limits.
City staff explained that the records identified for disposal were originals not required for legal retention and that the city attorney reviews records for litigation hold. Councilmembers said some categories — notably planning, environmental review and community-planning documents — are frequently needed and should not be destroyed without careful review. Several members proposed microfiche or other electronic means to preserve material while reducing warehouse needs.
“Anything that comes through this body and is subject of a council file, that is retained,” a city official said; councilmembers asked for a substitution motion to have departments re-review records and to return with a proposal for microfiche and alternate appraisal beyond the city attorney’s review.
The council approved the substitute motion that directed the city clerk and departments to consult with council offices and return with a plan for record appraisal and options for microfiche or other electronic retention; the roll call showed 13 ayes on the motion to continue and to request the report to committee.
Councilmembers also asked that the electronic records task force brief each council office on its findings when the task force report is completed in coming months so members understand scanning feasibility and searchable alternatives.
