HomeMy Public PortalAboutResolution 02-35 Records Management PolicyRESOLUTION 02-35
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF MCCALL,
IDAHO REGULATING THE ACCUMULATION, MAINTENANCE, AND DISPOSITION
OF THE RECORDS OF THE CITY OF MCCALL; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City of McCall finds and declares that the
accumulation of records is a necessary function of city
government; and
WHEREAS, citizens expect and are entitled to access to
certain records; and
WHEREAS, records must be maintained in an orderly fashion;
and
WHEREAS, when records are no longer needed they must be
disposed of promptly; and
WHEREAS, the City of McCall adopted Resolution 34-89 on
October 26, 1989; and
WHEREAS, the City of McCall's records management policy
requires updating;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the
City of McCall, Idaho that the records management policy be
replaced with the following policy.
A. Policy Statement
The governing body finds and declares the accumulation of
records is a necessary function of city government where
citizens expect and are entitled to access to certain records,
that records be maintained in an orderly fashion, and when no
longer needed that the records be disposed of promptly. To that
end, we hereby adopt the basic policies.
B. Definitions
The following definitions shall apply to the terms used in this
policy:
Record: Means a collection of similar information or facts set
down in writing or some other permanent media. This term
includes audio tape recordings of official meetings and computer
records stored on magnetic tape or disk. This definition does
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Resolution 02-35
December 12, 2002
not include newsletters, bulletins, or newspapers published by
other agencies.
Document: Means a written or printed paper containing
information. One or more documents may comprise a record.
Current Record: Means a record that is currently being
accumulated.
Cut Off Record: Means a record that is no longer being
accumulated. Usually, a record is "cut off" at the end of a
fiscal year and a new record is initiated for the current fiscal
year.
Retention Period: Means the specific period of time that records
are to be retained. The retention period begins on the date a
record is "cut off" and ends the date the record may be
destroyed pursuant to this policy.
Records Holding Area: Means an area designated by the City Clerk
where records of all departments are assembled and stored.
Records should be stored only after day-to-day access is not
required.
Originator: Means the department or office that initiates a
record. This term does not mean the originator of a document,
but rather the initiator of the record in which documents are
placed.
Current Records Area: Means the area, usually the office, where
records originate. Records are to be retained in the Current
Records Area until they are cut off and no longer needed for
day-to-day reference.
Retirement: Means the act of transferring records from the
Currents Records Area to the records Holding Area.
C. Responsibilities
The City Clerk shall have overall responsibility for
administering the city's records management policy.
Department heads shall implement this policy within their
respective departments.
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Resolution 02-35
December 12, 2002
D. Accumulation of Records
Generally, records shall be accumulated over a fiscal year, be
cut off and when no longer needed for day-to-day operations, be
retired.
Records shall be maintained in an orderly fashion to facilitate
easy retrieval, refilling and timely disposal. Records shall be
arranged within each function.
Unless there is a statutory or directive specifying another
period, records shall be maintained on a fiscal year basis.
Certain retention periods begin upon completion of a specific
event. In order to manage records in fiscal year blocks,
records will be cut off at the end of the fiscal year in which
that event occurs. For example; according to appendix,
residential building plans are to be retained for five years
after final inspection. If the final inspection was completed
in September, that record would be cut off on September 30th and
the records could be destroyed in October of the following year.
On the other hand, if an inspection were completed in October of
a year, the record would be cut off on September 30th of the
following year and destroyed in October of the year after that.
This method permits records to be destroyed only once a year and
it assures that records are retained for at least the period
specified.
Records maintained shall be limited to those necessary to
document city operations and to those required by law. Further,
records shall be maintained for the shortest practical time.
Appendix 1 contains a table describing the retention period for
various kinds of records.
E. Retirement
Records are ready for retirement when they: (a) have been cut
off; and (b) they are no longer needed for day-to-day reference.
Records to be retained shall be appropriately boxed and marked.
Letter and legal sized records shall be boxed in standard
12"x15"xl0" record storage boxes. Each storage container shall
be clearly marked with a description of the contents, the year
of accumulation, and the originating department as well as the
authorized destruction date (see Appendix 1).
Example:
Paid Claims
A-F
FY 1988-89
Treasurer
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Resolution 02-35
December 12, 2002
Attest:
Destroy 10/94
Oversized maps and plans shall be rolled to a legal or letter
size or rolled and placed in mailing tubes marked as above or in
boxes specifically designed for storing plans or maps.
When appropriately packaged, the records shall be delivered to
the Records Holding Area and stored on shelving constructed for
that purpose in such a way that the labels are clearly visible
without moving the boxes and that there is easy access to the
stored records.
F. Destruction of Records
When the retention period has expired, records may (and should)
be destroyed.
At least once a year, the City Clerk shall identify records to
be destroyed and prepare a list identifying the date, type of
record, and a brief description of the contents in a form
suitable for appending to and becoming part of a resolution.
The City Clerk shall prepare a written notification to the Idaho
Historical Society listing permanent records to be destroyed.
This notification must be made at least sixty (60) days before
permanent records are destroyed.
The City Clerk shall then prepare a resolution authorizing
destruction of the records on the list prepared, as above, and
append the list to the resolution and submit the resolution to
the City Council.
Upon passage of the resolution, the City Clerk shall direct the
destruction in a manner and fashion appropriate to the specific
documents.
PASSED AND iAPRl'lfFt4 this 12th day of December 2002.
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Ralph Colton, Mayor
athleen A. Koch, City Clerk/Finance Director
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Resolution 02-35
December 12, 2002
APPENDIX 1
Records Classification and Retention Period
Office of Origination
Type of Record
Retention Period (in Years)
Indef. 10 5 3 1
Office of the Clerk:
Ordinances X
Resolutions X
City Council Minutes X
City Council Tapes
City Council Packets X
Insurance Claim Files X
Insurance Policies X
Auction Documents
Bid Documents X
Department Reports
License & Permits X
Contracts (not including real property) X
Registrar/Election Records X
Records for Real Property X
Committee Meeting Minutes X
Committee Meeting Tapes
Miscellaneous Publications
Office of the Treasurer:
Bond Registers X
Budget Records X
General Ledger X
Payroll/Time Cards
Warrant Register X
Check Register X
Purchase Orders X
Bonds/Coupons X
Vouchers X
Claims X
Warrants/Cleared Checks X
Duplicate Warrants/Checks X
Utility Billing Register X
Utility Billing Statements X
Duplicate Receipts X
Journals X
Cash Receipts Books X
Sales Tax Records X
Income Tax Records X
Miscellaneous Financial Records X
Personnel Office:
Personnel Records
Policies & Procedures
Grievances & Settlements
Employee Benefit Plans
Unemployment Compensation
Employment Applications
Personal Injury Claim Files
X
X
X
X
X
X
X
X
X
X
X
X
X
Appendix 1
Resolution 02-35
December 12, 2002
APPENDIX 1
Records Classification and Retention Period
Office of Origination/
Type of Record
Public Works Department:
Work Orders
Equipment Records
Retention Period (in Years)
Indef. 10 5 3 1
Planning & Zoning Building Department:
P&Z Commission Minutes X
P&Z Minutes Tapes
Commercial Bldg. Plans X
Residential Bldg. Plans X
Building Permits & Applications X
Library:
Minutes of board Meetings X
Monthly Financial reports X
Monthly circulation Report X
Annual State Library report X
X
X
X
Appendix 1
Resolution 02-35
December 12, 2002