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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. 1 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. 2 • 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 3 • 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 4 i 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.