title
Authorization to amend the CHA Records Retention Policy.
presenter
Presenter: Elizabeth Silas, Interim Chief Legal Officer
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Recommendation
The Operating Chairman (“OC”) of the Chicago Housing Authority (“CHA”) recommends that the CHA Board of Commissioners (“Board”) approve the attached revised Records Retention Policy.
The requested action complies in all material respects with all applicable federal, state, and local laws, and CHA policies. CHA staff has completed all necessary due diligence to support the submission of this initiative. Policy changes go into effect upon Board approval.
Background
As part of a comprehensive policy review process, CHA has streamlined and updated previous Board-approved policies to comply with current laws, regulations and practices. This policy updates, combines and supersedes CHA’s current Records Retention Policy which was adopted in December 2014.
Key revisions include:
• Removes procedure to the extent practicable and allows for a separate statement of implementing procedures.
• Adds “Definitions” to clarify key terms in the policy.
• Adds reference to handling of electronic documents.
• Clarifies the policy application to all staff, employees, or equivalent personnel, and all vendors, agents, contractors who create, maintain, and store records on behalf of CHA.
Respectfully Submitted:
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Matthew Brewer
Operating Chairman