Schedule items to the individual records in the file. If the records you wish to transfer do not have a Records Retention Schedule, one must first be written and approved before any transfer can be … City of San Luis Obispo Records Retention Policy and Schedule Page 3 DEFINITIONS Public Record Any writing containing information relating to the conduct of the City’s business prepared, owned, used, or retained by the Local governments must adopt the LGS-1 prior to utilizing it, even if they adopted and have been using the existing schedules, and will have until January 1st, 2021 to do so. City of Madison Retention Schedule September 2019 2 Records Series No. The City of Dallas complies with the retention requirements established by the Texas State Library and Archives Commission (TSLAC). Brenda Younger. Records that have reached the expiry of their record retention period as identified in Schedule 1 may be destroyed or otherwise disposed of in accordance with policies or procedures as may be established by the City Clerk from time to time. COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE. Local Government Retention Schedules Jump to: CC | DC | EL | GR HR | JC | LC | PS PW | SD | TX | UT Related: Forms and Templates Laws and Rules Contact Us WARNING: Unless these retention schedules have been adopted by your local government the retention periods listed in the schedules may not be used for the destruction of your records. © Copyright 2020 City of Los Angeles. Departmental records retention schedules are not online at this time. rescinds and replaceall prior Records Retention Schedules.s The 2018 revision of the records retention schedule is based upon a survey of City departments and contains a listing of For more information please contact the Records Management Division at todd.gaydowski@lacity.org. The schedule and revisions to it are approved by the Office of the City Attorney. Home > Records & Information Management City of Minneapolis General Retention Schedules and Indexes The General Retention Schedule has been created to provide departments with uniform guidelines for the definition, retention and disposition of common records found throughout the City. Before any records listed on the Retention and Disposition Schedule for New York Local Government Recordsmay be disposed of and even if the local government previously adopted Schedules CO -2, MU-1, MI-1, and ED -1 ,the governing body must formally adopt the Schedule by That the Assembly notes the retention period specified for These schedules list records common to most government functions. Not all individual records are covered by these General Records Schedules. The Records Management Manual establishes the policy and procedure for the management of the City's Records Retention Schedule. The City of Burlington Records Retention Schedule below provides: • Descriptions of all records created, used and received at the City of Burlington • Standards for how long each record series should be kept • When and how to dispose of records when retention periods are complete The Records Retention Schedule adopted as Resolution 68,661-N.S. City Records Retention Schedule What have you done and how do I use it now? The General Schedule includes records common to all agencies, while the agency-specific schedule is a customized schedule addressing a single agency's or office's records. Legal and regulatory records holds Local government units should not dispose of 166-150-0025 Community Corrections Records . Section 1. Before any retention periods can be considered in effect they need to be submitted through the State Archives on a records retention schedule using the RC-2 form. 2356 is repealed. For example: If you are a sheriff or a city you would use the County Sheriff Records Retention Schedule or the Municipal Government Records Retention Schedule and the Local Government General Records Retention Schedule respectively. All investigations, litigation, required audits, and Virginia Freedom of Information Act requests must be completed or fulfilled. This City General Records Retention Schedule establishes minimum retention periods for city records A records retention schedule is a document that identifies and describes a state agency’s records and the lengths of time that each type of record must be retained. All records retention schedules approved by the Local Records Committee are provided below. Oberlin City Department Retention Schedules All records are the property of the public office concerned and shall not be removed, destroyed, mutilated, transferred, or otherwise damaged or disposed of, in whole or in part, except as provided by law or under the rules adopted by the records commissions provided for under sections 149.38 to 149.42 of the Ohio Revised Code. The Records Retention Schedule is a key element for an effective records management program. 166-150-0015 Assessment and Taxation Records . Records with an existing Retention Schedule A transfer of records must have the prior approval of both the Records Administrator and the City Archivist. The following lists the length of time election records and materials must be retained. Records Retention Schedule. The "Retention Schedule for the City and Borough of Juneau Records," attached as Exhibit A, is adopted, and Resolution No. City agencies should review the Records Retention and Disposition Schedule (MU-1, or ED-1 for the Department of Education) prepared and issued by the New York State Archives and Records Administration (SARA) for guidance on retaining most records. Archival Records Archival records are records that governments must keep permanently to meet fiscal, legal, or administrative needs of the government or which the government retains because they contain historically significant information. It lists records series common to cities and identifies how long to 1.42 MB PDF This listing follows the State of Michigan’s General Schedule #23 unless a They provide guidance on all known records kept by that agency. The City of Milpitas 2011 Records Retention Schedule provides established, written guidance to the City staff as to the length of time any one specific record must be maintained, and when it is eligible to be properly disposed of or State agency records retention schedules set both minimum and maximum retention periods. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Schedule 8 Municipal Retention Schedule Page 3 Article II, Section 9 and Section 10, Title II statutes at 2-17-553, MCA, and consult legal counsel. Revisions must be posted on the City’s website for 30 days before … Records retention schedule Details of all the records we hold for our services, how long we keep them for, and how they are disposed of when we don't need to keep them. The New 166-200-0210 Accounting – Disbursements Accounting documents the financial transactions of the city to ensure the integrity, accuracy and control of city funds. This Records Retention Schedule applies to all documents defined as records - ‘Information created, received and maintained as evidence and information by an organisation or individual, in pursuance of legal obligations or in the transaction of business’ i.e. A Records Retention Schedule serves as a vital policy document that lists the various titles of records series (paper and electronic), length of time each record shall be retained, reason for its retention (i.e. Local Government Common Records Retention Schedule (CORE) Local Government Records Retention Schedules - by Type of Agency. The City of Burlington Records Retention Schedule below provides: • Descriptions of all records created, used and received at the City of Burlington • Standards for how long each record series should be kept • When and how to Texas state agencies and public universities are required to submit their retention schedules to TSLAC on a timetable established by administrative rule. County / Local Government Retention Schedules. Disbursements document the payments and transactions of city purchases. Oberlin City Department Retention Schedules. After … The retention schedule should reflect records that exist in city offices. Examples include personnel, accounting and general administration. The schedule lists categories of records for each City department and indicates how long they are to be retained. Departmental records retention schedules are not online at this time. Please enable JavaScript in your browser for a better user experience. Records to be destroyed must be covered by a Library of Virginia-approved general or specific records retention and disposition schedule and the retention period for the records must have expired. Purpose of the Records Retention Schedule To describe the records of an agency, organization, or administrative unit To establish a timetable (retention period) for a record’s life cycle, and provide authorization for a record’s ultimate disposition. Retention Schedules at the City of Milwaukee are subject to a 3-part approval process: An Administrative Review Team made up of subject-matter experts reviews schedules for major problems related to fiscal or legal issues, technological issues, or judgment of historical value. The goal of the Records Management Program is to manage records 166-150-0010 Airport . The new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), supersedes and replaces the CO-2, MU-1, MI-1, and ED-1 Schedules. How Minor Updates to Local Government Schedules Are Made For additional information regarding the Records Retention Schedule, email the Open Government Manager or call (408) 535-8120. According to Steven Downs, deputy city manager, the idea of a retention schedule, if successful, could be shared with residents for a citywide spring retention cleanup event. Local Government Records Committee Local Government Services Bureau P.O. Any records not listed on these schedules may be destroyed only with permission of your county commission on public records and the Indiana Archives and Records Administration.. Officials should first reference their office-specific schedule. You can find the Declaration of Box 200547 Helena MT 59620-0547 [email protected] If you are needing to dispose of your records, please fill out the Disposal Form – RM60 (see Instructions) and email/mail to the subcommittee. evidence of The links below contain information on the City's records retention policy and documents of interest to records managers and departmental records personnel. If you have questions or comments about the schedules, procedures or want to request a change to a retention schedule, please contact them: Document Retention Schedule. City of Santa Monica City-wide Records Retention Schedule Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Executive Administrative Files Yes No ACT 5Y ACT + 5Y DP BBB No local No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. For more information please contact the Records Management Division at todd.gaydowski@lacity.org. Records Retention Schedule (768 KB) Inactive Records Storage Form (117 KB) City Clerk's Office. You may view proposed revisions by clicking the Retention Schedule Revision link, also available on the Open Government page, left menu. The schedule and revisions to it are approved by the Office of the City Attorney. Administration, Policy, and Intergovernmental Relations, Fiscal Year 1999 - 2000 to Fiscal Year 2013 - 2014, Broadband Strategy and Small Cell Deployment, Community Emergency Response Team Training, Federated City Employees Retirement System, Retirement Stakeholder Solutions Working Group, Books, Films, and More – Expand Your Understanding, City of San José Records Retention Schedule. Municipal Records Retention Schedule Records in Common/Contracts Schedule Number and Title Total Retention Schedule Description 01.010 Bids for Contracts (a) Where no contract is awarded Retain 3 years from date of opening. City Records This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. Record Retention Schedule A Records Retention Schedule serves as a vital policy document that lists the various titles of records series (paper and electronic), length of time each record shall be retained, reason for its retention (i.e. General Records Schedules General Records Schedules set retention requirements for records documenting administrative and program functions common to several or all government agencies. legal, historical, fiscal, and administrative), and the disposition thereof. In such situations, officials may find it more convenient to dispose of the entire set of records by using the applicable retention item with the longest retention … TORONTO MUNICIPAL CODE CHAPTER 217, RECORDS, CORPORATE (CITY) SCHEDULE A They may include records that are unique to that agency as well as records that appear on the General Records Retention Schedule (above). The retention of official records of City business is governed by the City of San José Records Retention Schedule. 166-150-0005 Administrative Records . Your Government » Departments & Offices » Office of the City Manager » Official City Records. All records are the property of the public office concerned and shall not be removed, destroyed, mutilated, transferred, or otherwise damaged or disposed of, in whole or in part, except as provided by law or under the rules adopted by the records commissions provided for under sections 149.38 to 149.42 of the Ohio Revised Code. AC Memo Announced the release of Transmittal 31; AC 25.2019 is a reminder that records management guidance is available for agencies implementing Executive Order 13875, titled "Evaluating and Improving the Utility of Federal Advisory Committees.”; AC 26.2019 Approved NA-1005 Capstone forms have moved from GitHub and are now available on the Records Control Schedule () This schedule establishes mandatory minimum retention periods for records that are usually found in all local governments, regardless of type. The schedule and revisions to it are approved by the Office of the City Attorney. Download: Word | PDF Free viewers are required for some of the attached documents.They can be downloaded by clicking on the icons below. The schedule lists categories of records for each City department and indicates how long they are to be retained. A Records Retention Schedule is a policy document that is formulated by your departmental Records Manager with help provided by City Archives staff. 166-150-0020 Building . Management Manual; and 2) the City's Records Retention Schedule as adopted by the Council on December 3, 2002. The agency-specific records retention schedules are developed for individual agencies in King County. Departmental Records Coordinators 00-43) is available in PDF on the Region 1 (a regional computer service provider) web site. Glasgow City Council Records Retention and Disposal Schedule July 2019 Final (NB Retention and disposal rules for a large number of Social Care and People Management record series have been temporarily suspended due to Phone: 785-368-3940 Fax: 785-368-3943. CITY AND BOROUGH OF SITKA Records Retention Schedule The SGC 1.35.040 sets the requirements of the City’s Records Management Program. All rights reserved. Missouri Revised Statutes Chapter 109 (Public and Business Records) Section 255 authorizes the Local Records Board to establish minimum retention periods for the administrative, fiscal and legal records created by local governments.. Local Government Records Retention Schedules. The governing body must adopt Records Retention and Disposition Schedule MU-1 in order to dispose of any records. Ordinances; Resolutions; Memorandums; ... Homer City Hall … Departments are automatically subject to Global Schedules but may opt out if a more specific schedule is required. 215 SE 7th Street, Room 166 Topeka, KS 66603 Before approval will be given, a Records Transmittal Request (RTR) must be submitted via email to msa.bca@maryland.gov for review by Records … The General Records Retention Schedule for Minnesota School Districts (no. CITY OF OBERLIN This retention schedule supersedes all previous retention schedules approved by the Oberlin City Records Commission prior to May 10,2012. Section 2. Local Government Records Retention Schedules - Alphabetical List. The RC-2 should be signed by a local responsible official and local records commission chair, the State Archives, and the State Auditor’s Office. Revisions must be posted on the City’s website for 30 days before becoming effective. The following listed schedules have been approved by the Oversight Committee on Public Records. General Records Retention Schedule for Minnesota School Districts. Revisions must be posted on the City’s website for 30 days before becoming effective. As part of the citywide records management initiative, the CRC maintains Global Records Schedules, which describe and dictate retention periods for records used by multiple departments (personnel, fiscal/accounting, etc.) Our offices will be closed today, November 26 in observance of, The Chair of the Housing Committee has cancelled the meeting on November 25, 2020. GENERAL RETENTION SCHEDULE #24 CITY AND VILLAGE CLERKS INTRODUCTION Public Records The Michigan Freedom of Information Act (FOIA) (MCL 15.231-15.246) defines public records as recorded information The record series are grouped by function rather than office so records within an office may be covered by more than one retention schedule. The City of Sacramento has a Public Records Portalthat allows you to submit your request, correspond with the Records Unit, and track your requests online. City Clerk Email. This City General Records Retention Schedule establishes minimum retention periods for city records based on their administrative, fiscal, legal and historical value. On Wednesday August 12, 2020 the Dallas City Council by resolution (Resolution #20-1124) adopted all 12 TSLAC Local General Records Schedules.Individual department retention schedules are being updated to reflect this adoption. It merits note that the retention schedules are separated into two categories: Election Administration, County Records, and City/Township/Village Records. retention schedule should be used on regular basis, along with the agency specific schedule for that agency. Page 4 All City employees, part-time and contract staff and elected officials who create, work with or manage records shall: a) Comply with the retention periods as specified in Schedule “A” attached hereto; b) Ensure that official TORONTO MUNICIPAL CODE CHAPTER 217, RECORDS, CORPORATE (CITY) SCHEDULE A RECORDS RETENTION SCHEDULE Code Records Title Originating Office Retention Comments/Legislation A I Total Disposition AR D . legal, historical, fiscal, and administrative), and the disposition thereof. Record Series Title Status Format Retention Disposition Description PII Conf Expires Confidentiality Regs GS000018 GENERAL CORRESPONDENCE 166-150-0040 County Clerk — General . This requires that records be appropriately disposed of (for example, destroyed, transferred to the State Archives) when the retention period has been met. 166-150-0035 County Clerk — Elections . Mayor & City Council Offices Records Retention Schedule AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US= Until Superseded Exempt = Exempt from Destruction Request Requirement GR = General Records Schedule 166-150-0045 County Court and Commissioners Records The retention of official records of City business is governed by the City of San José Records Retention Schedule. Local Records:: Records Schedules. The links below contain information on the City's records retention policy and documents of interest to records managers and departmental records personnel. Agendas/Minutes; City Code; City Legislation. Supporting Documents. The purpose of a records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17. The General Retention Schedule has been created to provide departments with uniform guidelines for the definition, retention and disposition of common records found throughout the City. The Local Government Records Committee (LGRC), has established records retention schedules for local government units. Compliance with these retention schedules is mandatory for state agencies and county governments, although not for other local government such as cities or townships. You may view proposed revisions by clicking the Retention Schedule Revision link, also available on the Open Government page, left menu. 166-150-0030 Counsel . Office of the City Clerk - Record & Management Division. 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