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**ITEM 3.6. ** <br /> <br />~ity of <br /> <br />MEMORANDUM <br /> <br />TO: <br /> <br />FROM: <br /> <br />CITY COUNCIL <br /> <br />STEPHEN ROHLF, BUILDING AND <br />ZONING ADMINISTRATOR S~ <br /> <br />DATE: <br /> <br />SEPTEMBER 14, 1998 <br /> <br />SUBJECT: B & Z FILING SYSTEM <br /> <br />The Building and Zoning Department is proposing a new filing system for building <br />permit records. Do to a lack of room in the Building and Zoning offices, building permit <br />records that are more than three years old are currently being kept in the archives located <br />in the attic of City Hall. These records are also filed by year. Having the records filed <br />by year makes their retrieval extremely awkward and their being located in the attic is <br />very inconvenient. : <br /> <br />Staff is proposing to redo the filing system by address and move the files downstairs to <br />the Building and Zoning area. This will free up space in the archives, which is currently <br />overly full of records. Because of the room it is going to take to store this many records <br />(over 5,700 parcels in Elk River) a floor to ceiling filing cabinet is needed. We will <br />coordinate the relocation of the building permit records with the new record retention <br />laws to reduce the amount of material that is kept in each file. An additional filing <br />cabinet that slides can be added in front of the one being requested at this time to handle <br />future needs. <br /> <br />Approximately $1,650 is needed to purchase the filing cabinet requested and two <br />associated card files. The source of these funds will be 1998 budget dollars. Staff urges <br />the Council to approve this request. <br /> <br />13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 <br /> <br /> <br />