CCAgenda_94Jun22 - Laserfiche WebLink

Home Browse Search

Meeting Date: 6/22/94 Agenda Item: P -4 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERA77ON ITEM DESCRIPTION: Adoption of a records retention schedule SUBMITTED BY: Carla Asleson, Administrative Assistant/City Planner EXPLANATION /SUMMARY: Staff is recommending that the council formally adopt a city records retention schedule. Such a schedule would list the minimum amount of time that specific types of documents must legally remain on file. Without adopting a records retention schedule, the city technically cannot throw away nNy document without express written permission from the Minnesota Historical Society. The State of Minnesota, in conjunction with the Minnesota Clerks and Finance Officers Association (MCFOA) and the Association of Records Managers and Administrators (ARMA) has developed a suggested records retention schedule for adoption by cities. It is important to stress that this is a retention schedule, not a destruction schedule. This suggested retention schedule lists only the minimum amount of time that a city would need to retain information the city is free to keep records longer if necessary. Due to the fact that the records retention schedule is quite long over 80 pages individual copies of the schedule have not been made for the Mayor and Councilmembers. The schedule will be brought to the council meeting and will also be available for review in the office. To give you an idea of some of the retention minimums, here are some examples: Type of Document Minimum Retention Time Bids Quotations Accepted 10 years after project completion Bids Quotations Rejected 6 years Videotapes of Public Meetings 3 months after formal approval of written minutes Campaign Financial Reports 5 years after filing date if elected, or 5 years after leaving office Contractor's Licenses 6 years after expiration Planning Case Files Permanent cannot destroy TIF Project Files 10 years after expiration of district ACTION REQUESTED: Motion to approve the "General Records Retention Schedule for Cities" as prepared by the State Department of Administration.