CITY OF HOMER City Clerk/Dept. Rec. Liaisons

HOMER, ALASKA

RESOLUTION 04-38

A RESOLUTION OF THE CITY COUNCIL AMENDING THE CITY OF HOMER RECORDS RETENTION SCHEDULE, COMPUTERIZED RECORDS, FINANCIAL SUPPORTING RECORDS, AND POLICE RECORDS.

WHEREAS, The City Clerk/Records Manager and staff met with Department Record Liaisons and reviewed the new office inventory form, revisions to the inactive records storage inventory form, records request form and the associated policies and procedures; and

WHEREAS, There is a growing concern regarding retention of electronic records which are increasingly prevalent and used extensively in City Offices; and

WHEREAS, The Finance Department has requested that fixed asset records be noted in the retention schedule; and

WHEREAS, Police Department recommends some consolidation to their section of the Retention Schedule and the addition of 911 printouts to Administrative Police Records Level One and radio logs moved to Dispatcher Logs.

NOW, THEREFORE, BE IT RESOLVED that the City Council hereby amends the City of Homer Record Records Retention Schedule as follows:

Table of Contents

Change Computerized Records to Micro media and or Electronic Records.

Add Fixed Asset to Finance/Accounting; Financial Support Records

Change Police Reports Minor and Major to Police Reports.

Series Title and Description/ Retention Period/Remarks

HCC - Homer City Code

A - Audit

T - Term

MICROMEDIA AND/OR ELECTRONIC RECORDS

Computerized Records stored in computer memory devise systems, any and all micromedia and/or electronic records including email are to be reviewed annually, stored and destroyed in the same manner and at the same time as if the records were maintained in written, printed or photographic form.

Follow retention schedule for that series HCC 2.08.010 (d)

Permanent Records placed on micromedia may be destroyed after reaching ten years of age. A copy of micromedia must be stored in a secure location off site. Some micromedia may require update or recopying every ten years.This does not include meeting tapes. See Tape Records.

Finance/Accounting

Financial support Records for contracts, projects and Grants: May include workpapers, spread sheets, computer printouts and other data/information reflecting the expenditure/revenue of contract, projects or grant funds. Includes fixed asset records.

off A vlt 0 csf 0 total A, or T

Completion of source agency audit, see GRANTS or T - meaning term of the contract or project.

POLICE DEPARTMENT

Police Reports reports on such types of activities as abandoned vehicles or structures, misdemeanor thefts, misdemeanor arrests, daily field activity, injuries, community liaison. Reports on such types of activities as felony arrests, firearm purchases, escapes, substance abuse, traffic accidents with injuries, and/or child or sexual abuse, etc.

off 10 vlt 0 csf 0 total 10

Administrative Police Records: Level One: correspondence, memorandums, press releases, other misc. records not requiring long term retention, 911 printouts. Level Two: statistical reports and information, personnel records(training, background investigation, applications, etc.),department training records (class outlines, attendance records, in-service training records, etc.), evidence and property logs.

off 2 vlt 0 csf 0 total 2 off P vlt 0 csf 0 total P

Micromedia.

Dispatcher Logs Radio logs.

off 5 vlt 0 csf 0 total 5

RECORDS

Record requests Record requests forms must be used by all City Departments/Divisions for all non routine record requests.	off 2 vlt 0 csf 0 total 2	Clerk=s Office Files. All dept. shall follow the Regulations concerning Public Record Inspections pursuant to HCC 1.80.050. All records requests shall be processed through the City Clerk's Office and forwarded to the City Manager in a timely manner.
Retention Schedule	off P vlt 0 csf 0 total P	City Clerk=s Office. Micromedia.
Micromedia - see Miromedia and/or Electronic Records. See the rules on Permanent Records.	off P vlt 0 csf 0 total P	A copy of the Micromedia will be maintained off site.Off site would be those records which are permanent, vital, historical legal or financial in value. City Clerk's Office.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF HOMER, ALASKA, this 26th day of April, 2004.

CITY OF HOMER

_____________________________

ATTEST: JACK CUSHING, MAYOR

_____________________________________

MARY L. CALHOUN, CMC, CITY CLERK

Fiscal Note: NA.

MLC/