Suggested by
Sponsored by: City Clerk
CITY OF KENAI RESOLUTION NO. 2018-04 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING THE CITY OF KENAI PUBLIC RECORDS MANAGEMENT AND RECORD RETENTION POLICY ADOPTED ON MAY 17, 2017 BY RESOLUTION NO. 2017-22 BY AMENDING RETENTION LENGTHS ON MEETING PACKETS AND PROVIDING FOR RETENTION FOR BUSINESS LICENSE RECORDS AND MAKING OTHER HOUSEKEEPING CHANGES. WHEREAS, as directed in KMC 10.30.040(e), the Clerk shall submit proposed reduction in retention periods and record series additions to Council for adoption; and, WHEREAS, it is not the recommendation of the City Clerk to maintain meeting packets permanently, due to duplication, physical space constraints, and the expense of future maintenance and data migration; and, WHEREAS, it was discovered that the retention for business license records had been inadvertently omitted in the May 2017 update; and, WHEREAS, the City Attorney has reviewed the amendments to the Public Records Management Schedule and Record Retention Policy. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1.
That the City Clerk section of the City of Kenai Public Records Management and Record Retention Policy is amended as attached.
Section 2.
That this resolution takes effect immediately upon adoption.
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 7th day of February, 2018.
BRIAN GABRIEL SR., MAYOR ATTEST: ______________________________________ Jamie Heinz, City Clerk
_____________________________________________________________________________________
Attachment “A” CLERK RECORD SERIES CLK1000
CLK1100
SUBJECTS Councils, Boards, or Commissions – Appointments to Boards and Commissions Councils, Boards, or Commissions – Adopted Agendas, Minutes, Ordinances and Resolutions; Master List of Board, Commission, Commission, and Committee Members; Oaths of Office
CLK1200
Councils, Boards, or Commissions – Supporting Documentation
CLK2000
Elections - Permanent
CLK2100
CLK2200
Elections – General
Elections – Registers & Tally Books
DATA OWNER City Clerk
Act + 6 years
LGM #300.1 2.6
Including, but not limited to: • Adopted agendas, Minutes, ordinances, and resolutions, • Charter, code supplements, ordinance and resolution indexes, • Master list of names, terms, and dates of service, • Meeting information / Packets, • Oaths of office, • Proclamations, and • Public notices, and • Any other records that constitute official accounts of the proceedings and actions of the body. Including, but not limited to: • Audio/Visual Recordings, • Vacancies, and • Correspondence, • Meeting information / packets, and • Public Notices.
City Clerk
Permanent
LGM #300.1 2.4, 2.5, 2.6
City Clerk
Act + 6 years C + 10 years
LGM #300.1 2.1.2
Including, but not limited to: • Canvass board reports, • Council certificate of election, • Preclearance records. Including, but not limited to: • Candidate lists, • Financial Disclosure Statements, • Correspondence, • Election officials’ records, • Initiative, referendum, and recall records filed by private citizens or groups requesting governing body action, • Materials for absentee, early, questioned voter, or special needs voting, and, • Posting notices/materials. Includes: • Precinct, final voting, questioned voter, special needs voting, and absentee voter.
City Clerk
Permanent
KMC 6.05.280
Act + 6 years
LGM #300.1 8.3, 8.6 AS 15.15.470 AS 29.26 AS 15.25.230
DESCRIPTION Including, but not limited to: • Appointments, and • Resignations
City Clerk
RETENTION
CITATION
COMMENTS/NOTES Master list of appointments is kept permanently, see CLK1100
C = Until minutes have been approved. *Paper versions and recordings are destroyed after C + 10 years, electronic files are maintained for the life of the electronic file.
KMC 6.05.280 LGM #300.1 2.3, 8.4, 8.7, 8.11, 8.13
City Clerk
New Text Bolded; Deleted text struck through
C + 4 years
KMC 6.05.280
C = Until election is certified Retain longer if election is contested per AS 15.15.470
Attachment “A” CLERK RECORD SERIES CLK2300
CLK2400
DESCRIPTION
SUBJECTS Elections – Declarations of Candidacy/Nomination Petitions Elections – Recount Petitions & Election Contests
DATA OWNER
RETENTION
CITATION
COMMENTS/NOTES
Declarations of Candidacy and Nomination petitions
City Clerk
C + 3 years
KMC 6.05.280 KMC 6.10.040
C = Until term expires
City Clerk
C + 1 year
KMC 6.05.280
C = Until election is certified.
CLK2500
Elections – Ballots
CLK2600
Elections – Rejected Ballots
Includes: • Candidate requests for recount of individual machine or paper ballot tallies; includes candidates’ reason for request • Contested election and runoff data Including, but not limited to: • Ballot stubs, • Ballot transport envelopes, • Counted questioned, early, and absentee by mail ballots, • Destroyed and unused ballots and • Official election ballots. Includes ballots rejected for counting by the canvass board.
CLK3000
Annexation/Consolidation
CLK4000
LGM #300.1 8.5
City Clerk
30 days after election is certified
LGM #300.1 8.1
City Clerk
C + 1 year
KMC 6.05.280
C = Until election is certified.
Petition and supporting files
City Clerk
Permanent
LGM #300.1 2.9
5 year retention if fail; permanent if passed
Records Management – Permanent
Adopted retention schedules and destruction documentation
City Clerk
Permanent
LGM #300.1 1.1, 1.16
CLK4100
Records Management – General
Completed inventories, record storage forms, and training materials
City Clerk
Act + 6 years
LGM #300.1 1.32
CLK4200
Public Records Requests
Public records request forms and related material produced with response
City Clerk
1 year
LGM #300.1 1.14
CLK5000
Cemetery/Memorial Park Records
Includes: • • • •
City Clerk
Permanent
LGM #300.1 2.12
Licenses and Permits - Business License
Including but not limited to: • Applications, • Correspondence, • Supporting documentation, • Alcohol Beverage Control Board Applications, and • Marijuana Control Board Applications.
City Clerk
C + 3 years
LGM #300.1 14.1
CLK6000
Diagrams, Maps and indices of burial plots, Record of plot sales, and Burial permits.
New Text Bolded; Deleted text struck through
C = Until license or permit expires.
MEMORANDUM TO:
Mayor Brian Gabriel and Kenai City Council
FROM:
Jamie Heinz, City Clerk
DATE:
January 22, 2018
SUBJECT: Resolution No. 2018-04 – Amending the Record Retention Policy ____________________________________________________________________________ The City of Kenai Public Records Management and Record Retention Policy adopted in May indicated that meeting packets were to be kept permanently. I am recommending changing the retention on paper versions of meeting packets to ten years. As for the electronic versions, I’m recommending they be kept for the life of the electronic file. This provides that staff won’t actively delete electronic packets stored in Laserfiche, but if a file becomes corrupt or illegible after the ten year retention, the electronic file won’t be recreated. The reasons behind my recommendation are as follows: • Duplication; all packet items have their own retention elsewhere in the Policy and most items are retained permanently (ordinances, resolutions, and minutes). Additionally, since ordinances are included in two or more packets, permanent packet retention makes it possible for them to be kept in three places. • Space; there is limited space in the record room for boxes of paper records and meeting packets will quickly dominate the space we have and we will have to look for space, which may come at a cost, elsewhere. • Cost; a permanent retention designation requires the retention of the paper records, the records be converted to microfiche or Laserfiche so when paper degrades, the records can be recreated and still be accessed and, if kept electronically, the electronic files need to be migrated as technology changes. When reviewing the Local Government Model Record Retention Policy, the recommendation is to keep packets until the minutes have been approved, and to keep public hearing files for ten years. I also reviewed other communities’ policies and found packet retention anywhere from three to ten years. In addition to amending the retention on packets, I’ve included retention for business license records which was inadvertently omitted in May, and made other housekeeping changes. Your consideration is appreciated.
CITY OF KENAI RESOLUTION NO. 2018-04 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING THE CITY OF KENAI PUBLIC RECORDS MANAGEMENT AND RECORD RETENTION POLICY ADOPTED ON MAY 17, 2017 BY RESOLUTION NO. 2017-22 BY AMENDING RETENTION LENGTHS ON MEETING PACKETS AND PROVIDING FOR RETENTION FOR BUSINESS LICENSE RECORDS AND MAKING OTHER HOUSEKEEPING CHANGES. WHEREAS, as directed in KMC 10.30.040(e), the Clerk shall submit proposed reduction in retention periods and record series additions to Council for adoption; and, WHEREAS, it is not the recommendation of the City Clerk to maintain meeting packets permanently, due to duplication, physical space constraints, and the expense of future maintenance and data migration; and, WHEREAS, it was discovered that the retention for business license records had been inadvertently omitted in the May 2017 update; and, WHEREAS, the City Attorney has reviewed the amendments to the Public Records Management Schedule and Record Retention Policy. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1.
That the City Clerk section of the City of Kenai Public Records Management and Record Retention Policy is amended as attached.
Section 2.
That this resolution takes effect immediately upon adoption.
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 7th day of February, 2018.
BRIAN GABRIEL SR., MAYOR ATTEST: ______________________________________ Jamie Heinz, City Clerk
_____________________________________________________________________________________
Attachment “A” CLERK RECORD SERIES CLK1000
CLK1100
SUBJECTS Councils, Boards, or Commissions – Appointments to Boards and Commissions Councils, Boards, or Commissions – Adopted Agendas, Minutes, Ordinances and Resolutions; Master List of Board, Commission, Commission, and Committee Members; Oaths of Office
CLK1200
Councils, Boards, or Commissions – Supporting Documentation
CLK2000
Elections - Permanent
CLK2100
CLK2200
Elections – General
Elections – Registers & Tally Books
DATA OWNER City Clerk
Act + 6 years
LGM #300.1 2.6
Including, but not limited to: • Adopted agendas, Minutes, ordinances, and resolutions, • Charter, code supplements, ordinance and resolution indexes, • Master list of names, terms, and dates of service, • Meeting information / Packets, • Oaths of office, • Proclamations, and • Public notices, and • Any other records that constitute official accounts of the proceedings and actions of the body. Including, but not limited to: • Audio/Visual Recordings, • Vacancies, and • Correspondence, • Meeting information / packets, and • Public Notices.
City Clerk
Permanent
LGM #300.1 2.4, 2.5, 2.6
City Clerk
Act + 6 years C + 10 years
LGM #300.1 2.1.2
Including, but not limited to: • Canvass board reports, • Council certificate of election, • Preclearance records. Including, but not limited to: • Candidate lists, • Financial Disclosure Statements, • Correspondence, • Election officials’ records, • Initiative, referendum, and recall records filed by private citizens or groups requesting governing body action, • Materials for absentee, early, questioned voter, or special needs voting, and, • Posting notices/materials. Includes: • Precinct, final voting, questioned voter, special needs voting, and absentee voter.
City Clerk
Permanent
KMC 6.05.280
Act + 6 years
LGM #300.1 8.3, 8.6 AS 15.15.470 AS 29.26 AS 15.25.230
DESCRIPTION Including, but not limited to: • Appointments, and • Resignations
City Clerk
RETENTION
CITATION
COMMENTS/NOTES Master list of appointments is kept permanently, see CLK1100
C = Until minutes have been approved. *Paper versions and recordings are destroyed after C + 10 years, electronic files are maintained for the life of the electronic file.
KMC 6.05.280 LGM #300.1 2.3, 8.4, 8.7, 8.11, 8.13
City Clerk
New Text Bolded; Deleted text struck through
C + 4 years
KMC 6.05.280
C = Until election is certified Retain longer if election is contested per AS 15.15.470
Attachment “A” CLERK RECORD SERIES CLK2300
CLK2400
DESCRIPTION
SUBJECTS Elections – Declarations of Candidacy/Nomination Petitions Elections – Recount Petitions & Election Contests
DATA OWNER
RETENTION
CITATION
COMMENTS/NOTES
Declarations of Candidacy and Nomination petitions
City Clerk
C + 3 years
KMC 6.05.280 KMC 6.10.040
C = Until term expires
City Clerk
C + 1 year
KMC 6.05.280
C = Until election is certified.
CLK2500
Elections – Ballots
CLK2600
Elections – Rejected Ballots
Includes: • Candidate requests for recount of individual machine or paper ballot tallies; includes candidates’ reason for request • Contested election and runoff data Including, but not limited to: • Ballot stubs, • Ballot transport envelopes, • Counted questioned, early, and absentee by mail ballots, • Destroyed and unused ballots and • Official election ballots. Includes ballots rejected for counting by the canvass board.
CLK3000
Annexation/Consolidation
CLK4000
LGM #300.1 8.5
City Clerk
30 days after election is certified
LGM #300.1 8.1
City Clerk
C + 1 year
KMC 6.05.280
C = Until election is certified.
Petition and supporting files
City Clerk
Permanent
LGM #300.1 2.9
5 year retention if fail; permanent if passed
Records Management – Permanent
Adopted retention schedules and destruction documentation
City Clerk
Permanent
LGM #300.1 1.1, 1.16
CLK4100
Records Management – General
Completed inventories, record storage forms, and training materials
City Clerk
Act + 6 years
LGM #300.1 1.32
CLK4200
Public Records Requests
Public records request forms and related material produced with response
City Clerk
1 year
LGM #300.1 1.14
CLK5000
Cemetery/Memorial Park Records
Includes: • • • •
City Clerk
Permanent
LGM #300.1 2.12
Licenses and Permits - Business License
Including but not limited to: • Applications, • Correspondence, • Supporting documentation, • Alcohol Beverage Control Board Applications, and • Marijuana Control Board Applications.
City Clerk
C + 3 years
LGM #300.1 14.1
CLK6000
Diagrams, Maps and indices of burial plots, Record of plot sales, and Burial permits.
New Text Bolded; Deleted text struck through
C = Until license or permit expires.
MEMORANDUM TO:
Mayor Brian Gabriel and Kenai City Council
FROM:
Jamie Heinz, City Clerk
DATE:
January 22, 2018
SUBJECT: Resolution No. 2018-04 – Amending the Record Retention Policy ____________________________________________________________________________ The City of Kenai Public Records Management and Record Retention Policy adopted in May indicated that meeting packets were to be kept permanently. I am recommending changing the retention on paper versions of meeting packets to ten years. As for the electronic versions, I’m recommending they be kept for the life of the electronic file. This provides that staff won’t actively delete electronic packets stored in Laserfiche, but if a file becomes corrupt or illegible after the ten year retention, the electronic file won’t be recreated. The reasons behind my recommendation are as follows: • Duplication; all packet items have their own retention elsewhere in the Policy and most items are retained permanently (ordinances, resolutions, and minutes). Additionally, since ordinances are included in two or more packets, permanent packet retention makes it possible for them to be kept in three places. • Space; there is limited space in the record room for boxes of paper records and meeting packets will quickly dominate the space we have and we will have to look for space, which may come at a cost, elsewhere. • Cost; a permanent retention designation requires the retention of the paper records, the records be converted to microfiche or Laserfiche so when paper degrades, the records can be recreated and still be accessed and, if kept electronically, the electronic files need to be migrated as technology changes. When reviewing the Local Government Model Record Retention Policy, the recommendation is to keep packets until the minutes have been approved, and to keep public hearing files for ten years. I also reviewed other communities’ policies and found packet retention anywhere from three to ten years. In addition to amending the retention on packets, I’ve included retention for business license records which was inadvertently omitted in May, and made other housekeeping changes. Your consideration is appreciated.
