Adopt Resolution #17-06-157 Adopting a General Records Retention Schedule

Purpose:  To adopt the most current General Records Retention Schedule.

Background:  A records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17.  The schedule was originally developed by the Minnesota State Department of Administration, Information Policy Analysis Division and the Minnesota Historical Society, Division of Archives and Manuscripts and was funded in part by a grant from the National Historical Publications and Records Commission.  The City adopted the original General Records Retention Schedule on October 28, 1986, and revisions have been adopted as they are available.  The schedule is revised and updated periodically by city clerks and officials representing the Minnesota Clerks and Finance Officers Association (MCFOA).  The most current version is dated May 2017. 

City staff has drafted a resolution which would adopt this most current records retention schedule.  A "whereas" has been added to the resolution as follows:  In the interest of utilizing the most current records retention schedule, staff is asking Council to adopt this latest General Records Retention Schedule, and the future schedules as amended form time to time".  Therefore future revisions may automatically be implemented without further formal action by the Council. 

It should be noted that the General Records Retention Schedule will be adopted with the exception of the section named Police.  The Ramsey Police Department maintains a separate records retention schedule as created by the Anoka County Joint Law Enforcement Council subcommittee, data standards. 

Motion to adopt Resolution #17-06-157 Adopting a General Records Retention Schedule, as Amended from Time-to-Time.