CR 06-027 Approve 2006 City of Hopkins Retention Schedule
February 17, 2006
Council Report 2006-027
Approve the 2006 City of Hopkins Retention Schedule
Proposed Action Staff recommends adoption of the following motion: Move to
approve the 2006 City of Hopkins Retention Schedule.
Overview
Two years ago, the City purchased an electronic document management program
called Laserfiche. The program allows us to scan documents and save them in a
database located on a hard drive attached to one of our servers. This database will be
available to City employees and the public.
The program also allows us to create a permanent copy of records on a computer disk.
The disk becomes the official copy of the document. The revised Retention Schedule
is written to allow us to keep official documents in this electronic format. Once the
document is stored electronically, the documents can be offered to the Hopkins
Historical Society or destroyed. The document will be sent to the State Department of
Administration for approval.
Primary Issues to Consider
. Does the program assure future access to the documents
Yes. The disks will be reviewed every four years and transferred to a new disk to
assure quality of the documents and to keep up with changes in the available media.
. Does the revised retention schedule comply with State requirements.
Yes, the schedule is based on the revised 2005 Minnesota schedule. Laserfiche meets
the electronic records management guidelines of the State of Minnesota, Archives
Department, Historical Society.
5upportin~ Documents
. Example pages from the schedule
. Complete copy of the 2006 Retention Schedule available in the City Clerks office
~L~
Terry Obermaier, City Clerk
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