HomeMy WebLinkAboutResolution 7027 CITY OF ORONO
RESOLUTION OF THE CI OUNCIL
NO. 77 O
G
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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.
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7 027
4. The City Council authorizes and directs all departments of the City to establish and follow an
orderly process for the photographic or other reproduction of existing original records for
storage in electronic format,and for the disposal and/or destruction of all reproduced original
records pursuant to the updated Record Management Policy appended hereto.
5. The City Council reaffirms its commitment to use the"General Records Retention Schedule
for Minnesota Cities"as its record retention procedure and authorizes the disposal of existing
records by destruction, sale or salvage pursuant to the same.
Adopted by the Orono City Council on the 14`x'Day of October,2019.
CITY OF ORONO:
Mayor, Dennis Walsh
ATTEST:
City Clerk,Anna Carlson