HomeMy WebLinkAboutRes2007-094Sponsored by: Clerk
CITY OF SEWARD, ALASKA
RESOLUTION 2007-094
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, REPEALING RESOLUTION 93-007 AND AMENDING AND
ADOPTING THE RECORDS RETENTION SCHEDULE FOR THE CITY OF
SEWARD
WHEREAS, the record retention schedule for the City of Seward has not been updated since
1993; and
WHEREAS, many sources such as the federal and state records retention schedules, other
municipalities, ISO 15489-1, and various articles on email and electronic records have been
consulted; and
WHEREAS, additional volume, time, and keeping up with the age of technology has
necessitated this schedule be updated; and
WHEREAS, guidelines for electronically stored information (ESI) needed to be addressed;
and
WHEREAS, Seward City Code 2.05.040 states a general government records retention and
.. disposal schedule which meets all requirements set by state and federal law, shall be established by
resolution of the council and administered by the city clerk.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. Resolution 93-007 of the City of Seward is hereby repealed.
Section 2. The records retention schedule for the City of Seward, Alaska, attached and
incorporated herein by reference is amended and adopted.
Section 3. This resolution shall take affect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8"' day of
October, 2007.
THE CITY OF SEWARD, ALASKA
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Vanta Shafer, Mayo
CITY OF SEWARD, ALASKA
RESOLUTION 2007-094
AYES: Dunham, Valdatta, Bardarson, Thomas, Amberg, Shafer
NOES: None
ABSENT: Schafer
ABSTAIN: None
ATTEST:
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Agenda Statement
Meeting Date: October 8, 2007
To: City Council
From: Johanna Dollerhide, Assistant City Cler .
Agenda Item: Approval of City of Seward Records Retention
Schedule
BACKGROUND & 3USTIFICATION:
The City of Seward Records Retention Schedule has not been updated since 1994. Throughout this
year, the City Clerk's Office has been interviewing city departments and researching state, federal,
and international records regulations and standards to update the records retention schedule.
Changes have been made to effectively maintain, retain, and destruct city records while complying
with the legal standards of records management.
Additionally, guidelines for electronic records needed to be addressed and established in the records
retention schedule. The City Clerk's Office plans to update the schedule as the topic of electronic
records management is further developed on the state and federal level.
City Code, State Statute, and Federal Law require a general records retention program consisting of
retention and destruction. Any changes made to the City of Seward Records Retention Schedule
must be approved by the City Council and administered by the City Clerk.
INTENT: Effectively manage, retain and destroy city records accordingly and legally with a current,
up-to-date records retention schedule.
CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the
Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council
Rules of Procedures.
Other:
FISCAL NOTE: There is no financial obligation in this resolution.
Approved by Finance Department:
RECOMMENDATION:
Council approve Resolution 2007-094, which repeals Resolution 1993-007 and adopts the amended
City of Seward Records Retention Schedule.
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