4.1 ERMUSR 03-13-2018 - Laserfiche WebLink

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ERMU Management Policy—A.21 Records Management Policy 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 ERMU 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 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 Executive Administrative Assistant 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: Executive Administrative Assistant • 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 ERMU 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 ERMU 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. Page 2 of 5 154