4.1 ERMUSR 03-13-2018 - Laserfiche WebLink

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Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Michelle Canterbury—Executive Administrative Assistant MEETING DATE: AGENDA ITEM NUMBER: March 13, 2018 4.1 SUBJECT: Records Management Policy ACTION REQUESTED: Adopt, by motion, a resolution adopting the Minnesota General Records Retention Schedule for Cities BACKGROUND: On October 10, 2017,the Commission adopted Governance Policy G.4p External Communications. The policy delegated responsibility to the General Manager to adopt appropriate management policies and procedures to ensure that ERMU management and staff is fully aware of their individual responsibilities and limitations with respect to information management and external communications. The management policies were to include a records management policy. DISCUSSION: In an effort to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use and disposition of all ERMU records, a Records Management Program is being developed.As part of that process, a Records Management Policy defining the Records Management Program, assigning the responsibilities and authorities to administer the program, and laying out the procedures and actions required to implement the program,has been created. Using the City of Elk River's Records Management Policy as a model, staff worked with legal counsel to fine tune the policy to meet ERMU's needs. Attached is the policy for reference. As outlined in the Records Management Policy, it is necessary to adopt a plan for managing governmental records including the proper retention and disposal of municipal records. This comes in the form of a records retention schedule which is used to ensure that records are kept only as long as legally required, and that obsolete records are disposed of in a systematic and controlled manner. The State of Minnesota has approved for use by all Minnesota Cities the "Minnesota General Records Retention Schedule for Cities"which establishes minimum retention periods for city/municipal records based on their administrative, fiscal, legal and historical value. To meet the records retention schedule requirements outlined in our policy, and comply with Records Management Statute MS 138.17, staff recommends the Commission adopt the Minnesota General Records Retention Schedule for Cities. Upon adoption of the retention schedule, staff will provide the required Notification of Adoption to the Minnesota Historical Society State Archives Department. Page 1 of 2 41