8.3. SR 01-06-2014 - Laserfiche WebLink

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Records Management Policy Policy The City of Elk River provides for efficient, economical, and effective controls over the creation,distribution, organization,maintenance, use, and disposition of all city records— regardless of form. The Office of the City Clerk is responsible for maintaining city records per the State Record Retention Scbedule for Minnesota Cities in accordance with the requirements outlined by the State of Minnesota. Authority Minnesota Statutes 138.17 and 15.17 establish the authority and assign the responsibility of the records management program and creates the administrative framework through which the purposes of the program are achieved. Designation of Records Coordinators by Department Directors Based on State of Minnesota Statute,the city clerk is responsible for all city records. Each department director is responsible for the records their department creates and receives. Each director shall designate a staff member to serve as a Records Coordinator to administer the Records Management Program for their department. General Records Retention Schedule for Minnesota Cities A Records Retention Scbedule is a document used to ensure that records are kept only as long as legally and operationally required, and that obsolete records are disposed of in a systematic and controlled manner. The city has adopted the State Record Retention Scbedule for Minnesota Cities. Before any record may be destroyed,the records and their retention period must be listed on the State Record Retention Scbedule for Minnesota Cities. Records not listed on the adopted schedule may be destroyed only upon completion of a separate administrative process specified in state law as discussed below. Electronic Records There is no single retention period that applies to all electronic records such as email. Retention periods are determined by the content,nature, and purpose of the record, and are set based on their legal, fiscal, administrative, and historical values,regardless of the format in which they are kept. Electronic images of record documents are official records and must be managed in accordance with retention requirements specified in the schedule. Cloud Computing Records management requirements apply to public records maintained on the cloud just as they apply when stored on city-owned hardware. Before using cloud storage the City must consider and in some cases ensure: confidentiality, record destruction capability of all copies exceeding retention schedule,location/access,legal/policy compliance (exp. HIPAA,PCI, etc.), e-discovery,interoperability (ensure records are not trapped in a proprietary system that will require considerable expense and effort to move to access),and security. It is important to have the provider demonstrate