HomeMy Public PortalAboutResolution 13-06 Email DestructionRESOLUTION NO. 13-06
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF MCCALL, IDAHO
RELATING TO ADMINISTRATION, AUTHORIZING THE DESTRUCTION OF CERTAIN
RECORDS; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of McCall accumulates and retains records for public purposes; and
WHEREAS, the City of McCall adopted a records management policy on December 17, 2009;
and
WHEREAS, the records listed are no longer needed for public purposes; and
WHEREAS, the records currently occupy facilities that could better be used for other purposes.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of McCall,
Valley County, Idaho as follows:
SECTION l: The City Clerk is hereby directed to prepare written notification to all City
employees with email providing notice of the intent for destruction of all email
records that are identified as:
1. Temporary Correspondence Dated December 31, 2010 and earlier
2. General Administrative Correspondence Dated December 31, 2007 and earlier
3. Litigation Correspondence relating to Closed Litigation Dated December 31,
2002 and earlier
SECTION 2: Correspondence: Correspondence is divided into four types and is defined as
follows:
1. Temporary Correspondence with a retention of two years covers day-to-day
office and housekeeping correspondence and does not contain unique
information about city functions or programs.
2. General Administrative Correspondence with a retention of 5 years includes
records created or received in the course of administering city
policies/programs, but these records do not provide insight into significant
policy/program discussions or decisions.
3. Correspondence documenting pending and closed cases filed by and against
the city, including complaints, summons, investigations, reports, attorney's
notes, orders and judgments, dispositions, pleadings, mediation information
and related records, are semi permanent and must be kept 10 years after case
closed or dismissed, or date of last action.
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4. Policy/Program Correspondence which is permanent, documents the
formulation, adoption, and implementation of significant policy/program
decisions cannot be destroyed.
SECTION 3: Notwithstanding any destruction or deletion authorized by this resolution, all
emails or other electronic records pertaining to any pending litigation, or any
matter for which a litigation hold letter has been received, must be retained until
authorized by further resolution of the Council upon recommendation of the City
Attorney. Prior to initiating destruction of any records the affected department
shall seek and receive from the City Clerk a list of all pending litigation or matters
for which a litigation hold letter has been received.
SECTION 4: This resolution shall be in full force and effect upon its passage and approval.
PASSED AND APPROVED this 24 day of January 2013.
Attest:
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BessieJo agner, .."' erk
'FiCinald C. Bailey, Mayor
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Resolution 13-06 Email Destruction
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