8.3. SR 01-06-2014 - Laserfiche WebLink

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Records Coordinators • Assist the city clerk in the review, migration, and purge of records per the State Records Retention Schedule for Minnesota Cities. • Develop and implement filing systems to manage large volumes or groupings of records. • Assist in the review of records that are identified for destruction maintained in the department and the Records Center. ■ Coordinate and implement the Records Management Program for their department. ■ Disseminate information to department staff concerning the Records Management Program. Destruction of Records under the Retention Schedule Records Kept in Departments Minnesota law requires that a record of all destruction must be created and maintained. Prior to the destruction of a record, a Record Destruction Request Form must be completed and a signed authorization must be obtained from the department director and city clerk.The department is responsible for documenting its records destruction. Records in Records Center When records become inactive they may be transferred to the Records Center. A Transfer to Record Center Form must be completed and submitted with the records to the city clerk. When records scheduled for destruction reside in the Records Center, a Record Destruction Request Form is submitted to the department director for review and approval. The city clerk completes the Record Destruction Request Form to document the destruction of records in the Records Center. Destruction of Records Not on State Records Retention Schedule It is a crime to destroy government records except by the authority provided for in state law. The city may not destroy government records that are not listed on the State Record Retention Schedule for Minnesota Cities without specific authorization from the State Records Retention Panel. The panel is made up of the state attorney general, state auditor, and director of the Minnesota Historical Society. Under special circumstances, a record not yet listed on the State Record Retention Schedule for Minnesota Cities can be destroyed. The Office of the City Clerk must submit a PR> Form- Authority to Destroy Record to the State Records Disposition Panel and receive approval from the panel before these records can be destroyed. Suspension of Records Destruction - Pending Litigation, Government Investigation or Audit If litigation is pending or threatened,the retention policy must be suspended for the document that could be subject to the litigation (litigation hold). The director and the records coordinator must review all records prior to destruction to ensure that pending actions (litigation,government investigation, or audit) will not be affected by the destruction. If a department has been notified that litigation,government investigation, or audit is