HomeMy WebLinkAbout2006-016 Record Retention~-
__ -_-- _ __ - -- ~tE~-ONION i`rT4. 16-2406-------- - ------ --- - - -
A RESOLUTION OF THE-CITY OF CHUBBUCK, IDAHO, A MUNICIPAL CORPORATION
OF THE STATE OF IDAHO; PROVIDING FOR THE CLASSIFICATION AND RETENTION
OF CERTAIN PUBLIC RECORDS PURSUANT TO IDAHO CODE; PROVIDING THIS
RESOLUTION TO BE EFFECTIVE UPON ITS PASSAGE AND APPROVAL.
WHEREAS, the Idaho Code allows for the classification, retention, preservation, and destruction
of certain records as "permanent", "semipermanent", and "temporary" records; and
WHEREAS, Idaho Code requires the City Council adopt by Resolution a records retention
schedule listing the various types of City records and the retention period for each type of records
prior to January 1, 2007; and
WHEREAS, the City has made a survey of all its records and has reviewed current Idaho Code
regarding classification of zecords; and
WHEREAS, the City has determined that the records categorization, as set out in Idaho Code
§ 50-907, is appropriate for the City to adopt, with some minor clarifications; and.
WHEREAS, the City wishes to classify some writings, documents, and other similar City
information as neither "permanent records", "semipermanent records", or "temporary records"
because they have no reasonable intrinsic, historical or other value which requires their retention;
and
WHEREAS, Council is confident that the City Clerk and City Attorney (with the input of
relevant City staff) can make determinations regarding those records not considered "permanent
records", "semipermanent records", or "temporary records", as those terms are defined in Idaho
Code Title 50, Chapter 9;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of
Chubbuck, Idaho as follows:
I. Permanent Records
A. The following records be classified as permanent records:
1. Adopted meeting minutes of the city council and city boards and
commissions;.
2. Ordinances and resolutions;
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____ _.____ _______3___~3t1'lc~'ng~alans_and...s}~~cifi~ations~Qr co~nmei_cal_._r~~ects aid_ ovei7~men_t
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..buildings;
4. .Fiscal year-er~d financial reports;
5. Records affecting the title to real property or liens thereon;
6. Poll books, excluding optional duplicate poll books used to record that the
elector has voted, tally books, sample ballots, campaign finance reports,
declarations of candidacy, declarations of intent, notices of election, and
records of voting results by precinct; and
7. Executed contracts.
B. Retention Schedule.
Permanent records shall be retained by the City in perpetuity, or maybe
transferred to the Idaho State Historical Society's permanent records repository
upon Resolution of the City Council authorizing such transfer.
II. Semipermanent Records
A. The following records be classified as semipermanent records:
i. Claims, canceled checks, warrants, duplicate warrants, purchase orders,
vouchers, duplicate receipts, utility and other financial records;
2. Building applications for commercial projects-and government buildings;
3. License. applications;
4. Departmental reports; and
5. Bonds and coupons.
B. Retention Schedule.
Semipermanent records shall be kept for not less than five (5) years after the date
of issuance or-completion of the matter contained within such semipermanent
record.
Semipermanent records may only be destroyed by Resolution of the City Council,
and upon The advice of the City Attorney. Such disposition shall be under the
direction and supervision of the City Clerk..The Resolution ordering the
destruction of the semipermanent records shall list in detail such semipermanent
records to be destroyed.
Prior to destruction o~ semipermanent records, the City Clerk shall provide written
notice, ineiuding a detailed list of -the semipermanent records proposed for
destruction, to he Idaho State Historical Society thirty (30) days prior to the
destruction of any records.
III. Temporary Records.
^
-_T A.____ The. follot~ing records be classified as__temporary records;.
1. Building applications, plans, and specifications for noncommercial and
non-government projects after the structure or project receives final
inspection and approval;
2. Cash receipts subject to audit;
3. Election ballots and duplicate poll books;
4. The most current draft of an unexecuted contract until such contract is
executed; and
5. Reeards which are normally believed to be the subject of litigation
discovery and determined to be so after consultation with the City
Attorney.
B. Retention Schedule.
Temporary records shall be retained for notless than two (2) years, but in no event
shall financial records be destroyed until completion of the City's financial audit
as provided in Idaho Code § 67-450B related to such financial records.
Temporary records may only be destroyed by resolution of the City Council, and
upon the advice of the City Attorney. Such. disposition shall be under the
direction and supervision of the City Clerk. The resolution ordering destruction
of temporary records shall list in detail such temporary records to be destroyed.
Prior to destruction of temporary records, the City Clerk shall provide written
notice, including a detailed list of the temporary records proposed for destruction,
to the Idaho State Historical Society thirty (30) days prior to the destruction of any
records.
IV. Writings, documents, and other similar City information not classified as "permanent
records", "semipermanent records", or "temporary records" herein shall not be considered
"records" for the purposes of retention pursuant to this records retention schedule. Such
non- "record" writings, documents and other similar City information includes, but is not
limited to, drafts, unapproved minutes, "post-it" notes, duplicates, phone call slips, voice
mail, to-do lists, telephone text messages, and email which is not related to the promotion
of the business of City government, etc. Writings, documents, and other similar City
information which,. in the reasonable belief of the recipient or custodian which do not
have any historical, intrinsic or afher value, .and records which are not reasonably
believed to be the subject of litigation discovery shall not be considered "records" for
purposes of this records retention schedule.
Where there is a question regarding the classification of records or their retention, such
questions should be directed to the City Clerk and/or the City Attorney prior to any
destruction.
V. This Resohition shill become~effect~e as of the date of its pas age.
PASSED AND APPROVED by the Mayor of. the City of Chubbuck, Idaho, this 12'T~u day ,
December, .2006.
Leven M. England
ATTEST:
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Ron C. Conlin, City Clerk `