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Date: Item No.
RESOLUTION ADOPTING THE MINNESOTA
RECORDS RETENTION SCHEDULE FOR CITIES
Proposed Action
Staff recommends adoption of the following motion: Move to approve a resolution adopting the
Minnesota Records Retention Schedule for Cities.
Overview
The State of Minnesota has approved for use by all Minnesota cities the Minnesota General
Records Retention Schedule. This document provides cities who adopt the schedule an orderly
method of disposing of municipal records.
A committee of municipal clerks, the League of Minnesota Cities and various state organizations
thoroughly researched, examined and evaluated each record series and related law changes. The
committee checks for new and obsolete records, updates and revisions to titles, descriptions and
retention periods. Changes were submitted in March of 2016 to the State Disposition Panel
(State Auditor, Office of Attorney General and State Archivist). The panel approved the changes
in April 2017.
Primary Issues to Consider
• Is it necessary to adopt the Records Retention Schedule?
• To comply with Minnesota Statute 138.17, it is necessary to adopt a plan for managing
government records. City departments are directed to provide for retention and
destruction of records as set forth in said schedule and its subsequent revisions.
• The complete schedule is available on the Minnesota Clerks & Finance Officers
Association website.
Financial Impact: $ Budgeted: Y☐ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Char Friedges, City Clerk
July 5, 2017
CITY OF LAKEVILLE
RESOLUTION NO. ____
RESOLUTION ADOPTING THE MINNESTOA GENERAL RECORDS
RETENTION SCHEDULE FOR CITIES
WHEREAS, to comply with Minnesota Statute 138.17, it is necessary to adopt a plan for
managing government records including the proper retention and disposal of municipal records;
and
WHEREAS, Minnesota Statute 138.17 establishes the Records Disposition Panel and
requires all government entities to follow an orderly process in disposing of government
information; and
WHEREAS, the State of Minnesota has approved for use by all Minnesota cities the
Minnesota General Records Retention Schedule for Cities which authorizes cities adopting said
schedule an orderly method of disposing of municipal records; and
WHEREAS, the Minnesota General Records Retention Schedule for Cities is regularly
updated.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lakeville,
Minnesota, adopts the Minnesota General Records Retention Schedule for Cities; and City
departments are directed to provide for retention and destruction of records as set forth in said
schedule and its subsequent revisions.
ADOPTED by the Lakeville City Council this 5th day of July 2017
______________________________
Douglas P. Anderson, Mayor
_________________________________
Charlene Friedges, City Clerk