HomeMy Public PortalAboutAB 17-003 Resolution 17-02 Records Destruction Email
McCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB 17-03
Meeting Date January 12, 2017
AGENDA ITEM INFORMATION
SUBJECT:
Authorization for the Destruction of Records – Resolution 17-02
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
Clerk
Originator
Treasurer
Community Development
Police department
Public Works
Golf Course
COST IMPACT:
0
Parks and Recreation
FUNDING SOURCE:
n/a
Airport
Library
TIMELINE:
ASAP
Information Systems
Grant Coordinator
SUMMARY STATEMENT:
In 2011 staff developed an Email Retention Procedure designed to provide detail to the retention of email as it pertains to correspondence in addition to what is stated in the Records
Retention Schedule. In the event that it is determined that a contradiction occurs between the two, the information in the Records Retention Schedule will take precedence over the information
contained in the Email Retention Procedure. It has been identified that there are many emails that have exceeded the retention time limits established by the City’s records management
policy. Resolution 17-02 will authorize the City Clerk to provide notice to all City employees with email of the intent for the destruction of the identified emails.
Attached is Resolution 17-02
RECOMMENDED ACTION:
Adopt Resolution 17-02 allowing the destruction of documents and authorize the Mayor to sign all necessary documents.
RECORD OF COUNCIL ACTION
MEETING DATE
ACTION