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AGENDA ITEM <br />Prepared By: A.Carlson Reviewed By: DJR Approved By: DJR <br />1.Purpose. Consider the adoption of a resolution which designates the updated General Records <br />Retention Schedule for Minnesota Cites as the City’s method of managing and disposing of Orono’s <br />municipal records, and to adopt Orono’s Records management policy which includes the conversion of <br />Microfilm and hard copy to digital format. <br />2.Background. In an effort to comply with the Administration of Government Records, MN State <br />Statute MS 138.17, it is necessary to adopt a plan for managing Orono’s governmental records including <br />the proper destruction, preservation and reproduction of such municipal records. <br />The Orono City Council adopted Resolution 1467 in March of 1983, however the resolution designates <br />the General Records Retention Schedule for Minnesota Cities as written in 1983. The resolution before <br />Council tonight adopts the following pertaining to the City of Orono’s Records Management: <br />•The updated General Records Retention Schedule for MN Cities which contains all updates from <br />1983 to present and includes future updates that may take place from time to time. <br />•The adoption of electronic files as a substitute of original hard copy records as the official <br />version of record retention for the City of Orono. <br />•The adoption of a Records Management Policy. <br />3.Staff Recommendation. Staff recommends that the City Council approve of the resolution <br />amending Resolution No. 1467 by adopting the General Records Retention Schedule for Minnesota Cities <br />and adopting electronic files as a permanent record retention method. <br />COUNCIL ACTION REQUESTED <br />Motion to approve the resolution amending Resolution No. 1467 by adopting the General Records <br />Retention Schedule for Minnesota Cities and adopting electronic files as a permanent retention method. <br />Exhibits <br />A.Resolution No. 1467 <br />B.Records Management Policy <br />C.Resolution <br />Item No.: 7 Date: October 14, 2019 <br />Item Description: Adopt Records Management Policy and Resolution <br />Presenter: Dustin Rief, <br /> City Administrator <br />Agenda Consent Agenda