HomeMy WebLinkAboutItem 06.fAugust 24, 2011
Proposed Action
ADOPTION OF THE MINNESOTA GENERAL RECORDS
RETENTION SCHEDULE FOR CITIES
Staff recommends adoption of the following motion: Move to approve resolution
adopting the Minnesota General Records Retention Schedule for Cities.
Passage of this motion will allow City Departments to provide for retention and
destruction of records as set forth in said schedule and its subsequent revisions.
Overview
In 2006 the City of Lakeville retained the services of a consultant to supervise our
records management program. The consultant assisted City Departments in compiling
a records retention schedule specifically for Lakeville. The schedule was approved by
the State Records Disposition Panel in 2006 and amended in 2008.
City staff recently compared our current schedule to the Minnesota General Records
Retention Schedule for Cities. With the exception of a few additions /changes, staff
supports adoption of the Minnesota schedule and the management of our government
records consistent with other municipalities in the State. The Minnesota schedule is
reviewed and updated on a regular basis by city clerks and officials representing the
Minnesota Clerks and Finance Officers Association.
Primary Issues to Consider
What are the proposed changes to the Minnesota schedule? (See attached)
Supporting Information
Y Resolution adopting Minnesota General Records Retention Schedule
➢ Explanation of proposed changes
➢ The complete schedule (80+ pages) is available at www.mcfoa.orq
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Charlene Friedges, Ci
Jerk
Item No.
Financial Impact: $ /A Budgeted: Y/N Source:
Related Documents (CIP, ERP, etc.):
Notes:
CITY OF LAKEVILLE
RESOLUTION NO.
RESOLUTION ADOPTING THE MINNESOTA GENERAL RECORDS
RETENTION SCHEDULE FOR CITIES
WHEREAS, to comply with the Records Management Statute MS 138.17, it
is necessary to adopt a plan for managing governmental records including the
proper retention and disposal of municipal records; and
WHEREAS, the Records Management Statute MS 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 ", along with Exhibit A (Explanation of Proposed Record
Changes), and directs the City Clerk to notify the Minnesota Historical
Society /State Archives Department.
BE IT FURTHER RESOLVED that following state approval, City Departments
are directed to provide for retention and destruction of records as set forth in
said schedule, including Exhibit A, and their subsequent revisions.
ADOPTED this 6th day of September, 2011.
Charlene Friedges, City Clerk
CITY OF LAKEVILLE
Mark Bellows, Mayor
H: \Files \`Nord\ CLERK\ RecordsRetentionSchedule- Resolution.doc
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September 2011
Reduce retention from permanent to 20 years
Retention: Until superseded
(adopted ordinances are retained permanently)
Retention: Until superseded, unless determined to be
historical, then permanent
Retention: Until superseded, unless determined to be
historical, then permanent
Retention: 20 years
Classification: Public
Increase retention from 6 years to permanent
Increase retention from after maturity to
35 years after issuance
Increase retention from 6 to 40 years after completion
of contract
Retention: Permanent
Classification: Public
Increase retention from 6 to 10 years
Increase retention from 6 to 10 years
Increase retention from 2 to 6 years
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ADM 00600 - AGENDA PACKETS -
MISCELLANEOUS
ADM 02300 - CITY CODE /CODE OF
ORDINANCES
ADM 05900 - PUBLICATIONS -CITY
GENERATED
ADM 06420 - VIDEO TAPES GENERAL 1
ADM 00000 - STUDIES/SURVEYS-
Citizen and Business
ASG 01500 - PETITIONS (COURT)
VALUATIONS
BON 00300 - BOND SALE
TRANSCRIPTS
BON 00600 - FIDELITY BONDS
CON 00000 - JOINT POWERS
AGREEMENTS
Termination is not date specific
FIN 00300 - ACCOUNTS RECEIVABLE
LEDGERS & JOURNALS
FIN 01000 - BANK STATEMENTS
FIN 01320 - BUDGET REPORTS
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September 2011
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Retention: 1 year after expiration,
if not recorded against the property
Classification: Public
Retention: Permanent
Classification: Non - Public /Private /Confidential
MS 13.82, 260B.171
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PLZ 00000- SPECIAL USE PERMIT
TEMPORARY
Special home occupation permits,
temporary /seasonal outdoor sales,
model home permits, parking
deferments, etc.
POL 00000 - CHILD ABUSE /NEGLECT
REPORTS
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