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Home My Public Portal AboutResolution #2008-24, A Resolution Adotping A Record Maintenance And Destruction Policy Jcopy RESOLUTION#2008-24 • AC. ;z4w,+` A RESOLUTION ADOPTING A RECORD MAINTENANCE AND DESTRUCTION POLICY WHEREAS, the City of Riverdale, Iowa("Riverdale") recognizes the need for the efficient and effective management of city records; and WHEREAS, Riverdale officials strive to coordinate the destruction of records that are no longer needed to better facilitate the preservation of records that have continuing administrative value to Riverdale and its residents; and WHEREAS, Riverdale wishes to restate and affirm its commitment to strict compliance with Iowa's Open Records Act, Iowa Code Chapter 22. BE IT THEREFORE RESOLVED, by the Riverdale City Council, that the proposed "Record Maintenance and Destruction Policy," attached hereto as Exhibit A, be adopted as the policy of Riverdale to coordinate the city's record management efforts; and BE IT FURTHER RESOLVED, that the City Clerk is authorized and directed to take all steps necessary to add the attached"Record Maintenance and Destruction Policy"to the City of Riverdale Policy Handbook. This Resolution shall take immediate effect. PASSED, APPROVED AND ADOPTED THIS 16TH day of September, 2008. Ayes: Nays: Franklin Littrel Halsey Channon Hupp f Grindle, ayor ATTEST: Theresa Ralfs, City Cl irk EXHIBIT A City of Riverdale Record Maintenance and Destruction Policy It is the policy of the City of Riverdale,Iowa("Riverdale")to manage and maintain city records efficiently to coordinate the destruction of records no longer needed and facilitate the preservation of records of continuing administrative, legal, fiscal, or historical value to Riverdale. Riverdale officials shall manage and maintain city records according to the guidelines in this policy. For purposes of this policy, "records"includes any information documented in the performance of official city business, no matter how such information is documented or stored. 1. Required Retention. Riverdale will maintain all records for the time periods and in the manner required by all applicable state and federal laws, including but not limited to the laws listed in the schedule below. Riverdale officials may consult with legal counsel as necessary to determine the application and interpretation of such laws to any record. Record Description Retention Period Reason City council minutes Permanent Iowa Code § 372.13(5) Audio tapes and minutes of closed One year from the date of Iowa Code § 21.5(4) sessions meeting, absent pending litigation City Code Permanent Iowa Code § 372.13(5) Resolutions Permanent Iowa Code § 372.13(5) Real property records Permanent Iowa Code § 372.13(5) Election records Six months after election, if not Iowa Code § 50.19 contested Bond register and proceedings Eleven years following the final Iowa Code § 372.13(5) maturity of the bonds or obligations Workers' compensation reports Two years from date of Iowa Code § 85.26 occurrence for which benefits are claimed, or three years from last payment of weekly compensation benefits Material Safety Data Sheets Thirty years after last use OSHA Regulations 2. Destruction of Records. Subject to paragraph 3, Riverdale officials shall destroy any city record that is not required to be maintained in paragraph 1 or as directed by legal counsel immediately upon the lapse of the record's administrative value to the city. Electronically stored records • shall be deleted along with any copy that is automatically stored on any back-up device. The determination as to whether any record has continuing administrative value shall be within the sole discretion of the Mayor and City Clerk. 3. Open Records Requests and Litigation. Riverdale officials shall not, under any circumstances, destroy any record that is subject to a pending open records request pursuant to Iowa Code Chapter 22 or is related to or part of any imminent or pending litigation. 4. Open Records Compliance. Nothing in this policy is intended to affect Riverdale's compliance with the open records requirements of Iowa Code Chapter 22 with regard to all existing records in its custody and control. 5. Continuing Historical Value. Nothing in this policy is intended to require the immediate destruction of any record. Riverdale officials may preserve any record, for a period of time or permanently, upon a determination of its continuing historical value.