8.3. SR 01-06-2014 - Laserfiche WebLink

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that they can meet retention requirements and to clearly outline them in the contract with the provider. Development and Use of Records Management Policy and Procedures This policy is designed to enable the city clerk to fulfill the responsibilities outlined by state statute. The policy defines the records management program and assigns the responsibilities and authorities to administer the program. The procedures outline the responsibilities and actions required to implement the program. Governance and Responsibilities City Council Per MN Statute 15.17 Subd. 3,when a responsible officer's term of office expires,they must deliver all government records in their possession to their successor. The successor must issue a receipt for all records received, and must file a signed acknowledgment of delivery in the clerk's office. City Clerk ■ Provides management oversight of the Records Management Program. ■ Secures funding to implement and support the ongoing functions of the program. ■ Provides guidance and oversight in the development of an effective communications strategy to promote the program. ■ Encourages ongoing adherence to the program by all city employees and elected officials. • Develops procedures to ensure permanent preservation of historically valuable records in accordance with Minnesota Historical Society guidelines. • Provides records management advice and assistance to city departments through the development and implementation of the policy,procedures, and training programs. • Monitors records retention schedules and administrative rules issued by the State of Minnesota and provides documentation as required according to statute/rules. • Designs and implements a communications program to disseminate information concerning state laws, administrative rules, and relevant major litigation that may affect records management. • Provides positive support for the program and the use of the retention schedule by staff and others. • Reviews and signs destruction authorization forms for records that have met the retention requirements. Directors ■ Cooperate with the city clerk to carry out the established policy and procedures. ■ Assign a Department Records Coordinator to manage records and retention. ■ Ensure that the transactions of city business are properly documented,including services,programs,and duties. ■ Ensure their staff follows the retention, storage, and destruction requirements of the Records Management Program.