4.1 ERMUSR 03-13-2018 - Laserfiche WebLink

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ERMU Management Policy—A.21 Records Management Policy • Reviews and signs destruction authorization forms for records that have met the retention requirements. Managers • Cooperate with the Executive Administrative Assistant 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. Records Coordinators • Assist the Executive Administrative Assistant 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 Records Destruction Request Form must be completed and a signed authorization must be obtained from the department manager and Executive Administrative Assistant. 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 Records Center Form must be completed and submitted with the records to the Executive Administrative Assistant. When records scheduled for destruction reside in the Records Center, a Records Destruction Request Form is submitted to the department manager for review and approval. The Executive Administrative Assistant completes the Records 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. ERMU may not destroy government records that are not listed on the State Records 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. Page 3 of 5 155