04-22-1981 Council Agenda - Laserfiche WebLink

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The following resolution has been.approved by the Minnesota State Archivist, Sue E. Holbert, for the use of cities in adopting the Records Retention Schedule which was approved by the Minnesota Historical Society, the Minnesota State Auditor, the Minnesota Department of Administration and the office of the Minnesota Attorney General: RESOLUTION APPROVING RECORDS RETENTION SCHEDULE BE IT RESOLVED that the City Council of the City of does hereby approve and adopt the attached and foregoing Records Retention Schedule hereby identified as 80 -393, 13 Feb. 1980, said Schedule having been approved in full by the Minnesota Historical Society, the Minnesota State Auditor, the Minnesota Department of Administration and the office of the Minnesota Attorney General. ADOPTED this day of , 19 In approvine the genera] schedule, the Minnesota State Archivist emphasized that: 1. No destruction of any municipal records may occur according to this schedule until the Division of Archives and Manuscripts of the Minnesota Historical Society has received a certified copy of a City Council resolution indicating that the City has officially adopted the schedule; 2. It is understood that materials listed as permanent, but not listed as eligible for transfer to the State Archives, cannot be destroyed without receiving approval of an amended schedule or of an "Application for Authority to Dispose of Records" (See PR -1 form attached). 3. For all records destroyed according to the schedule, the municipality must submit an annual report to the State Archivist and the Commissioner of Administra- tion listing the types and quantity of records destroyed and their dates. If you intend to microfilm your records, please note that original records may be destroyed after the microfilm has been ascertained by the Minnesota Historical Society to be of archival quality. The NES Division of Archives and Manuscripts has the capability to test the quality of your microfilm. Archival quality includes a requirement that both a master and a use copy of the microfilm be prepared and that the master must be stored under archivally acceptable conditions. Microfilm may not be destroyed without permission of the Records Disposition Panel. By micro- filming, you are creating a second type of record. You must obtain permission from the Historical Society for destruction of BOTH THE HARD COPY AND THE MICROFILM.