10-14-2019 Council Packet - Laserfiche WebLink

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RECORDS MANAGEMENT POLICY Policy Statement The City of Orono requires that its records be managed in a systematic and logical manner according to plans developed by the departments that maintain those records, and consistent with applicable law. Reason for Policy/Purpose The City of Orono is committed to effective records management including meeting legal requirements for record retention and privacy protection, optimizing the use of space, minimizing the cost of record retention, and properly destroying outdated records. This policy applies to all records, regardless of whether they are maintained in hard (paper) copy, electronically, or in some other fashion. Policy/Procedures The City of Orono is subject to a range of Federal and State regulations regarding records management and retention, specifically Minnesota Statutes, Sections 138.163 to 138.226. To ensure compliance therewith, the City has adopted and follows the General Records Retention Schedule for Minnesota Cities (the “Schedule”), published by the Minnesota Clerks and Finance Officers Association (MCFOA) and available on the MCFOA website, as the same may be updated from time to time. Each department should develop a records management plan appropriate for the particular records it maintains, in accordance with the Schedule and in cooperation with the City Clerk. Retention and Maintenance of Records The City of Orono requires that its records be maintained in a consistent and logical manner and be managed so that the City: • Meets legal standards for protection, storage and retrieval; • Protects the privacy of citizens and staff and as required by law; • Optimizes the use of space; • Minimizes the cost of record retention; and • Destroys outdated records in an appropriate manner. Departments that maintain records are responsible for establishing appropriate records management procedures and practices. Each department’s administrative manager or a designee must: • Be familiar with the City’s Records Management Policy; • Develop the department’s and/or office’s records management procedures and practices, consistent with this policy; • Educate staff within the department in understanding sound records management practices; • Restrict access to confidential records and information; • And coordinate the destruction of records as provided in the applicable departmental procedures. The City Clerk is available to work with individual departments to implement these requirements. Staff should feel free to address questions about retention and destruction schedules as needed.