3.6. SR 09-14-1998**ITEM 3.6. **
~ity of
MEMORANDUM
TO:
FROM:
CITY COUNCIL
STEPHEN ROHLF, BUILDING AND
ZONING ADMINISTRATOR S~
DATE:
SEPTEMBER 14, 1998
SUBJECT: B & Z FILING SYSTEM
The Building and Zoning Department is proposing a new filing system for building
permit records. Do to a lack of room in the Building and Zoning offices, building permit
records that are more than three years old are currently being kept in the archives located
in the attic of City Hall. These records are also filed by year. Having the records filed
by year makes their retrieval extremely awkward and their being located in the attic is
very inconvenient. :
Staff is proposing to redo the filing system by address and move the files downstairs to
the Building and Zoning area. This will free up space in the archives, which is currently
overly full of records. Because of the room it is going to take to store this many records
(over 5,700 parcels in Elk River) a floor to ceiling filing cabinet is needed. We will
coordinate the relocation of the building permit records with the new record retention
laws to reduce the amount of material that is kept in each file. An additional filing
cabinet that slides can be added in front of the one being requested at this time to handle
future needs.
Approximately $1,650 is needed to purchase the filing cabinet requested and two
associated card files. The source of these funds will be 1998 budget dollars. Staff urges
the Council to approve this request.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425