HomeMy Public PortalAboutResolution 34-89 Regulating the accumulation, maintenance and disposition of the records of the City of McCall RESOLUTION NO. 34-89
RECORDS MANAGEMENT POLICY
A policy for the City of McCall pursuant to Title 50, Idaho
Code Section 9 on regulating the accumulation, maintenance
and disposition of the records of the City of McCall.
A. Policy Statement
The governing body finds and declares that the accumulation
of records is a necessary function of city government, that
citizens expect and are entitled to access to certain
records, that records be maintained in an orderly fashion,
and when no longer needed that records be disposed of
promptly. To that end, we hereby adopt these 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 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 so stored only after day-to-day
access is not required.
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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
Current 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.
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 one year
after the 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.
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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"x10" 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
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.
E. 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 recprds
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 a part of a
resolution.
The City Clerk shall prepare a written notification to the
Idaho Historical Society listing permanent records to be
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destroyed. This notification must be made at least sixty
(60) days before the 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.
ATTEST:
JOH I . AL 1I \ ARTHUR SCHMIDT
Mayor Clerk
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APPENDIX 1
RECORDS CLASSIFICATION
AND
RETENTION PERIOD
Office of Origination Retention Period (in years)
and Type Indef. 10 5 3 1 Remarks
Office of the Clerk:
Ordinances X *Retain in CRA
Resolutions X *Retain in CRA '
City Council Minutes X *Retain in CRA
City Council Tapes X If P&Z Hearing
Cut off on.
Final Decision
Retain Indef ,
initely;'if
Litigated '.
Personnel Records X Cut off Upon
Termination ,
of Employee
License Applications X
Contracts(not including real property) X
Registrar/Election Records X
Records re: Title
to Real Property X :
Committee Meeting Minutes X
Committee Meeting Tapes X
Office of the Treasurer:
Bond Registers X Cut off Upon
Final .Redemp-
tion of Bonds '
Budget Records X
General Ledger X
Payroll/Time Cards X
Warrant Register X
Check Register 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
*CRA = Current Records Area
APPENDIX 1
RECORDS CLASSIFICATION
AND
RETENTION PERIOD
Office of Origination Retention Period (in years)
and Type Indef. 10 5 3 1 Remarks
Office of the Treasurer Continued:
Cash Receipts Books X
Sales Tax Records X
Income Tax Records X
• Fire Department:
Fire Reports X
Equipment Maint. Records X Cut off upon
disposal of
equipment
Hose Testing Reports X
Public Works Department:
Work Orders X
Equipment Records X Cut off upon
disposal of
equipment
Planning & Zoning Building Department:
P&Z Cbmmission Minutes X (IC. 67-6536)
P&Z Minutes Tapes X (IC 67-6536)
Cbmmercial Bldg. Plans X
Residential Bldg. Plans X
Bldg. Permits & Applications X
APPENDIX 1
RECORDS CLASSIFICATION
AND
RETENTION PERIOD
Office of Origination Retention Period (in years)
and Type Indef. 10 5 3 1 Remarks
Library:
Minutes of Board Meetings X
Monthly Financial Report X
Monthly Circulation Report X
Annual State Library Report X
Police Department:
As of this writing, the Idaho Dept. of Law Enforcement is developing a
policy for Police Records Retention. When that policy is adopted, the
same retention schedule shall be utilized for disposition of McCall
Police Records.
**UndefineelRecords X
**Undefined records are those that are not included in this Appendix. These
records will not be destroyed until an appropriate retention period is
determined and incorporated into this policy.