HomeMy Public PortalAboutAB 18-027 Resolution 18-05 Records Destruction Email
McCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB 18-27
Meeting Date January 25, 2018
AGENDA ITEM INFORMATION
Department Approvals Initials Originator
SUBJECT:
or
Supporter
Mayor / Council
Request for Authorization for the Destruction of
City Manager Originator
Records – Resolution 18-05
Clerk
Treasurer
Community Development
Police department
Public Works
Golf Course
Parks and Recreation
COST IMPACT: 0
Airport
FUNDING
n/a
Library
SOURCE:
Information Systems
TIMELINE:
ASAP
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
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 18-05 (attached) will authorize the City Clerk to provide notice to
all City employees with email of the intent for the destruction of the identified emails.
RECOMMENDED ACTION:
Adopt Resolution 18-05 allowing the destruction of documents and authorize the Mayor to sign all
necessary documents.
RECORD OF COUNCIL ACTION
MEETING DATE ACTION