Laserfiche WebLink
<br />rei ---'\) <br />( )j <br />rli{ <br /> <br />ITEM 7.2. <br /> <br /> <br />TO: <br /> <br />MAYOR AND CITY COUNCIL <br /> <br />FROM: <br /> <br />SANDRA THACKERAY, CITY CLERK <br /> <br />DATE: AUGUST 16, 1993 <br />SUBJECT: OFFICIAL CITY COUNCIL MINUTES <br /> <br />It was brought to my attention that questions have been raised <br />regarding the retention of City Council minutes on audio and <br />video tape. <br /> <br />The City of Elk River's Record Retention Schedule calls for the <br />audio tape of minutes to be kept for one year. This coincides <br />with the State of Minnesota Record Retention Schedule. The <br />State retention schedule gives the following explanation: <br />"Tapes may be reused or discarded 1 year after formal approval <br />of written minutes by City Council. Tape recordings cannot be <br />the permanent record." <br /> <br />The State currently does not have a time limit on video tapes, <br />however, it has been proposed that these tapes be reused after <br />three months. Also, I don't believe these forms of record are <br />considered archivable by the State Historical Society and, <br />~ therefore, would not be allowed as a permanent record. <br /> <br />It could become very costly if audio and video tapes were kept <br />for more than one year. For example, the City currently uses <br />approximately 1200 audio tapes per year. The tapes we use are <br />the least inexpensive we can find at $1.00 per tape. Needless <br />to say these are poor quality tapes and can only be reused <br />about one time. The better quality tapes would cost <br />approximately $2.50 per tape. <br /> <br />The Council should also be aware that many tapes are retained <br />longer than one year, if requested. If there is a particular <br />meeting that the Council would like to refer to in the future, <br />the City Clerk should be requested to "Save" the tape. <br /> <br />I would recommend that the Council not change the City's Record <br />Retention Schedule, but continue with the policy to save tapes <br />as requested. <br /> <br />~ <br /> <br />P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 <br />