10-14-2019 Council Packet - Laserfiche WebLink

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CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. ________________________ A RESOLUTION AMENDING RESOLUTION NUMBER 1467 BY ADOPTING THE GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES AND ADOPTING ELECTRONIC FILES AS PERMANENT RETENTION METHOD WHEREAS, to comply with the Records Management Statute Minn. Stat. § 138.17, it is necessary to adopt a plan for managing governmental records including the proper retention and disposal of municipal records; and WHEREAS, the Records Management Statute Minn. Stat. § 138.17 establishes the Records Disposition Panel and requires all government entities to follow an orderly process in disposing of government information; and WHEREAS, the State of Minnesota has approved for use by all Minnesota Cities the “General Records Retention Schedule for Minnesota Cities,” which provides cities adopting said schedule an orderly method of managing and disposing of municipal records; and WHEREAS, the “General Records Retention Schedule for Minnesota Cities” is regularly updated; and WHEREAS, the Minn. Stat. § 138.17 and 325L.17 permit retaining electronic records substituted for the original records as a permanent record retention method; and WHEREAS, City staff have recommended that the City adopt electronic files as a substitute of original hard copy records as the official version of record retention for the City of Orono; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ORONO, MINNESOTA: 1. That the City Council hereby adopts the General Records Retention Schedule for Minnesota Cities, 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. 2. That the City Council hereby adopts the Records Management Policy appended hereto and directs all departments of the City to manage, maintain and dispose of records in accordance therewith. 3. That the City Council hereby adopts electronic files as a substitute for original hard copy records as the official method of permanent record retention for the City of Orono, and the Record Management Policy appended hereto, which establishes that photographic or other reproductions of original documents shall be deemed to have the same legal effect as originals.