4.1 ERMUSR 03-13-2018 - Laserfiche WebLink

Home Browse Search

Elk River Municipal Utilities Section: MANAGEMENT POLICY Category: Management Administration Policies Policy Reference: Policy Title: A.21 Records Management Policy POLICY: Elk River Municipal Utilities (ERMU)provides for efficient, economical, and effective controls over the creation, distribution, organization,maintenance,use, and disposition of all ERMU records -regardless of form. The Executive Administrative Assistant is responsible for maintaining ERMU records per the State Record Retention Schedule 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 MANAGERS: Based on State of Minnesota Statute,the Executive Administrative Assistant is responsible for all utility records. Each department manager is responsible for the records their department creates and receives. Each manager 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 Schedule 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. ERMU has adopted the State Record Retention Schedule for Minnesota Cities. Before any record may be destroyed,the records and their retention period must be listed on the State Record Retention Schedule 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. Page 1 of 5 153