8.3. SR 01-06-2014 - Laserfiche WebLink

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City of Elk - Request for Action River O. To Item Number Mayor and City Council 8.3 Agenda Section Meeting Date Prepared by General Business January 6, 2014 Tina Allard, City Clerk Item Description Reviewed by Records Management Policy Cal Portner City Administrator Reviewed by Action Requested Adopt by motion the Records Management Policy. Background/Discussion State law governs the creation,maintenance, and destruction of city records. The city has adopted and follows the State Records Retention Schedule for Minnesota Cities. Developing a Records Management Program will help to provide uniform and consistent guidance to employees for the management of all city records. Updating our Records Management Policy is the first step to establishing a good program. Items to note in the policy include: • Addressing issues related to technology, such as electronic records and cloud computing • Designating a person in each department who is responsible for the records of their department • Outlining responsibilities of the City Council and staff • Destruction of records not in the State Records Retention Schedule for Minnesota Cities • Suspension of destroying some records for legal reasons Next steps in our Records Management Program will include educating and training record coordinators and scheduling time with each department to identify records not listed on the retention schedule so we can obtain state approval for destruction of these items. We'd also like to move forward with storing more of our records electronically by utilizing a volunteer who can scan documents. Financial Impact N/A Attachments • Current Records Retention Policy • Proposed Records Retention Policy • Link to Records Retention Schedule for Minnesota Cities: http://www.mcfoa.org/vertical/sites/%7B067FFB 58-E3CD-42BA-9FB 1- 11EFC7933168%7D/uploads/General Records Retention Schedule for MN Cities - �uly 2013.pdf P 0 W I R I 1 6r NaA f RE]