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4.1 ERMUSR 03-13-2018 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Michelle Canterbury—Executive Administrative Assistant MEETING DATE: AGENDA ITEM NUMBER: March 13, 2018 4.1 SUBJECT: Records Management Policy ACTION REQUESTED: Adopt, by motion, a resolution adopting the Minnesota General Records Retention Schedule for Cities BACKGROUND: On October 10, 2017,the Commission adopted Governance Policy G.4p External Communications. The policy delegated responsibility to the General Manager to adopt appropriate management policies and procedures to ensure that ERMU management and staff is fully aware of their individual responsibilities and limitations with respect to information management and external communications. The management policies were to include a records management policy. DISCUSSION: In an effort to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use and disposition of all ERMU records, a Records Management Program is being developed.As part of that process, a Records Management Policy defining the Records Management Program, assigning the responsibilities and authorities to administer the program, and laying out the procedures and actions required to implement the program,has been created. Using the City of Elk River's Records Management Policy as a model, staff worked with legal counsel to fine tune the policy to meet ERMU's needs. Attached is the policy for reference. As outlined in the Records Management Policy, it is necessary to adopt a plan for managing governmental records including the proper retention and disposal of municipal records. This comes in the form of a records retention schedule which is used to ensure that records are kept only as long as legally required, and that obsolete records are disposed of in a systematic and controlled manner. The State of Minnesota has approved for use by all Minnesota Cities the "Minnesota General Records Retention Schedule for Cities"which establishes minimum retention periods for city/municipal records based on their administrative, fiscal, legal and historical value. To meet the records retention schedule requirements outlined in our policy, and comply with Records Management Statute MS 138.17, staff recommends the Commission adopt the Minnesota General Records Retention Schedule for Cities. Upon adoption of the retention schedule, staff will provide the required Notification of Adoption to the Minnesota Historical Society State Archives Department. Page 1 of 2 41 FINANCIAL IMPACT: None ATTACHMENTS: • Resolution No. 18-4—Adopting the Minnesota General Records Retention Schedule for Cities • General Records Retention Schedule for Minnesota Cities—May 2017 Edition • Notification of Adoption of Minnesota General Records Retention Schedule for Cities • ERMU Management Policy—A.21 —Records Management Policy—For Reference Only • ERMU Commission Policy—G.4p—External Communications—For Reference Only Page 2 of 2 42 RESOLUTION NO. 18-4 BOARD OF COMMISSIONERS ELK RIVER MUNICIPAL UTILITIES A RESOLUTION OF THE BOARD OF COMMISSIONERS OF ELK RIVER MUNICIPAL UTILITIES ADOPTING THE MINNESOTA GENERAL RECORDS RETENTION SCHEDULE FOR CITIES. WHEREAS,to comply with the Records Management Statute MS 138.17, it is necessary to adopt a plan for managing governmental records including the proper retention and disposal of municipal records; and WHEREAS,the Records Management Statute MS 138.17 establishes the Records Disposition Panel and requires all government entities to follow an orderly process in disposing of government information; and WHEREAS,the State of Minnesota has approved for use by all Minnesota Cities the "Minnesota General Records Retention Schedule for Cities"which authorizes cities adopting said schedule an orderly method of disposing of municipal records; and WHEREAS,the "Minnesota General Records Retention Schedule for Cities" is regularly updated. NOW,THEREFORE,BE IT RESOLVED by the Board of Commissioners of Elk River Municipal Utilities adopts the Minnesota General Records Retention Schedule and directs the Executive Administrative Assistant to notify the Minnesota Historical Society/State Archives Department. BE IT FURTHER RESOLVED,that following state approval, ERMU Departments are directed to provide for retention and destruction of records as set forth in said schedule and its subsequent revisions. This Resolution Passed and Adopted this 13th day of March, 2018. John J. Dietz, Chair Troy Adams,P.E., General Manager 43 GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES \404:44 ° 3t = MAY 2017 44 This is an evolving document. Please help us keep it up-to-date by letting the MCFOA Records Retention Committee know of any errors or omissions,ambiguities, inconsistencies, or additions. Please note the Data Practices Classifications and Statutes are current as of the date of this.schedule and are subject to change. The Data Practices information is for the convenience of City Clerks. 45 GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES Purpose of the General Records Retention Schedule The purpose of a records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17. This City General Records Retention Schedule establishes minimum retention periods for city records based on their administrative, fiscal, legal and historical value. It lists records series common to cities and identifies how long to retain them. This schedule was originally developed by the Minnesota State Department of Administration, Information Policy Analysis Division and the Minnesota Historical Society, Division of Archives and Manuscripts and was funded in part by a grant from the National Historical Publications and Records Commission. The revised schedule was updated by city clerks and officials representing the Minnesota Clerks and Finance Officers Association (MCFOA). Adopting and Using the General Schedule 1. A city that has adopted the previous version of this general schedule does not need to notify the Minnesota Historical Society that it is adopting this revised edition of the General Records Retention Schedule for Cities. It will be assumed that cities that have adopted the previous version will now utilize this revised version. If you have not previously adopted the general schedule, to begin disposing of records, you must notify the State Archives of the Minnesota Historical Society that your city has adopted the schedule. The enclosed form, "Notification of Adoption of City General Records Retention Schedule", is used for this purpose. 2. You may adopt the schedule even though your office may not have all the records listed on it. We recommend that you adopt the entire schedule. However, if this is not possible you may adopt individual sections. 3. The Minnesota Historical Society will sign and return the Notification form to you. You will then have the authority to dispose of your government records as indicated on the schedule. 4. Compare the records in your office with the records listed on the schedule. Retention periods listed on the schedule represent the minimum length of time that you must retain your records. Once that retention period has been reached you may destroy the records as indicated on the schedule. If you need to retain some records series longer than the listed retention, you should establish an agency policy for those records. 5. The retention stated on the schedule applies to any form of the record (paper, computer tape or disk, microfilm, optical disk, electronic media, etc.). 6. Data Practices Classifications are effective as of the printing of this Retention Schedule. Because data practices issues change regularly, classifications may have changed. For current information on data practices, consult Minnesota State Statutes, Chapter 13, or call the State of Minnesota, Department of Administration, Information Policy Analysis Division at 651-296-6733 or 1-800-657- 3721. 46 Destruction Reporting After you destroy records according to the general schedule, maintain a list of destroyed items. Records not on the General Schedule Records not listed on this schedule cannot be destroyed without submitting either an "Application for Authority to Dispose of Records" (PR-1) or a"Minnesota Records Retention Schedule form". Both of these forms are available on the State Archives'web site at: http://www.nrinhs.orq/preserve/records/recser.html#fforms. The PR-1 form is used to request one-time authority to dispose of records. A reproducible copy of the PR-1 form is enclosed. Since an approved PR-1 gives you authority to dispose of only those records listed on the form,we recommend that you use the PR-1 only for obsolete records(records no longer being created). For ongoing authority to dispose of records not listed on the general schedule, complete a"Minnesota Records Retention Schedule". Duplicate Records This retention schedule concerns itself only with the city's official record copy and the retention periods assigned reflect that. It is each city's responsibility to identify the official record copy and to identify when to destroy any other copies of identical records, after they have lost their legal, fiscal, historical and administrative value. Duplicate copies should not be retained as long as the official record. Normally the retention period on duplicate records will not exceed two years. Category Definitions for the General Schedule Record Series Description: A record series is a group of records clustered together because they all relate to the same topic and have the same retention period. Retention Period/Statute: The retention cited is the minimum amount of the time a record must be kept. A number printed alone, e.g. 10, means ten years. If months or days are meant the entry will display that, e.g. 6 months or 30 days. The stated retention does not include the year the record originates. For example, if Record A is filed by calendar year and it has a retention of 3 years, the disposal date for 2000 records is January, 2004. Statutes listed here cite specific retention periods for the records series. Data Practices Classification: This phrase refers to records classified by the Minnesota Government Data Practices Act or other state or federal laws. The classification system includes: public, private, confidential, nonpublic or protected nonpublic. More than one classification may apply. Data Practices Statute: This phrase refers to the statute or law which cites the data practices classification of the record series. 47 Resources Questions about Archival Records: Questions about Data Practices: Minnesota Historical Society State Archives Department of Administration Information Policy Department Minnesota History Center Analysis Division 345 Kellogg Boulevard West 201 Administration Building St. Paul, MN 55102-1906 50 Sherburne Avenue 651-259-3260 St. Paul, MN 55155 Fax: 651-296-9961 651-296-6733 1-800-657-3721 Email: statearchives@mnhs.org Fax: 651-205-4219 http://www.mnhs.org/preserve/records/index.htm http://www.ipad.state.mn.us/ Email: info.ipadestate.mn.us 48 11 MINNESOTA HISTORICAL SOCIETY STATE ARCHIVES DEPARTMENT FOR USE BY RECORDS PANEL APPLICATION FOR ONE-TIME AUTHORITY Application No. Date TO DISPOSE OF RECORDS Please note: If the records in question appear on an approved records retention schedule used by your agency, it is unnecessary to submit this form requesting approval for destruction. Contact the State Archives if you have questions. This form does not provide continuous authority to dispose of similar records and cannot be used to approve a records retention schedule. Instructions: 1. Complete original and three copies (photocopies are acceptable). 2. Complete items 1 through 6 and item 8. Use reverse side to continue records description. If more space is needed, use plain paper. 3. Send original and two copies to the State Archives Department, 345 Kellogg Boulevard West, St. Paul, MN 55102-1906. 4. Retain one copy until your approved copy is returned. The approved copy will be your authority to dispose of records. It should be retained permanently. Additional copies of this form are available on the State Archives website, www.mnhs.org/statearchives or by calling (651) 259-3260. (FAX: (651) 296-9961). Our email address is statearchives@mnhs.org NOTE: Laws of 1971,Chapter 529, Section 3 reads as follows: "It is the policy of the legislature that the disposal and preservation of public records be controlled exclusively by Minnesota Statutes, Chapter 138 and by this act,thus, no prior, special or general statute shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed by such chapter or by this act and no general or special statute enacted subsequent to this act shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed in chapter 138 or in this act unless it expressly exempts such records from the provision of such chapter and this act by specific reference to this section." 1. Agency or Office 2. Division or Section 3. Quantity of Records Cubic Feet 4. Location of Records 5. Laws other than M.S.138.17 that relate to the destruction or safekeeping of the records: 6. I certify that the records listed on this application are accurately described,and AUTHORIZATION: Under the authority of M.S.138.17,it is hereby ordered that that they have no further administrative,legal,or fiscal value for this agency. The records listed on this application be destroyed,except as shown in item 7. Authorized Signature (Type name below) Director,Minnesota Historical Society Date Name Date Legislative or State Auditor Date Title Phone Attorney General Date 7. Exceptions to Destruction. (For use by Records Disposition Panel). 8. Description of Records. Describe each record series or type of record separately. Number each series,beginning with"1". A. Item No. B. Name of record,form numbers,content,usage,arrangement,original C. Inclusive Dates duplicate,or microfilmed. 49 A. Item No. B. Name of record,form numbers,content,usage,arrangement,original C. Inclusive Dates duplicate,or microfilmed. 50 — oesfl W JN 20J WW O» RI—J i— I(n j =) aaa a LEo_ a. a_ cC » > a) a) N 4) ... c �+ o UI. +� 2 L a_ A+ 0 U) cn coi 4) c C C a L) C(a C C cn a) c 0 C .� O a) 0) U . C a) +. 2 c � 0C) ' E a) L ) a) 0L� a. W a) E Cl) U CC J N I I I I co y. N -0Y Y as U ca 4) Z -0 c ai a E3 O o 2 ÷,-- ca W c �)u) v) � � co cam F �' `O cn OCO c .V .V .V .0 13 NU) }? TD 70 Z 0 co co s -22- cacaa) a) U � � a_ a a aa_ a a a. CCD5 _ Cl) II oc1- 0ww _1w � �OIL 0 cnD i_._ _1 � Cr) C la Q ¢ ¢ mm 0 1i222Z 4) m I I- In i o O 0 re Q C a) M a O U o C U) c 0) a) O C > o o E ai U a) C U) a) i N C a) o a) ce = U U O 0 O_ Q oC a) 2 O1 c (a C , a) U if') E. >' 0) a) U C .c0 U) 0) C c w C U) C N C u) O U C ca _ t . U) O 73 C � E c m U ca a) ca = E = "O cn -: O C a) O O 2 C a) O C U) QQQmcO UUUWii i.i222 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE 1099 MISCELLANEOUS INCOME PAY 02000 911 RECORDINGS FIR 01500 911 RECORDINGS POL 02700 ABANDONED MAINS AND SERVICES AS BUILT UTL 00100 ABATEMENTS ASG 00050 ABSENTEE BALLOT APPLICATION ELE 00100 ABSTRACT&CERTIFICATES OF TITLES: ADM 00100 ABSTRACT OF ELECTION RETURNS ELE 00200 ACCIDENT-DRIVER EXCHANGE REPORT POL 02950 ACCIDENT REPORTS POL 02900 ACCOUNT REPORTS-DELINQUENT&ACCOUNTSUNCOLLECTIBLEFIN 00100 PAYABLE LEDGERS&JOURNALS FIN 00200 ACCOUNTS RECEIVABLE-LEDGERS&JOURNALS FIN 00300 ACKNOWLEDGMENT&WAIVER OF LIABILITY P&R 00100 ACTIVITIES-BROCHURES P&R 00200 ACTIVITIES FLYERS P&R 00300 ADJUSTMENT REPORTS UTL 00200 ADMISSION RELEASE RECORDS POL 05200 ADVERTISING FLYERS LIQ 00100 AERIAL PHOTOGRAPHS PWE 00100 AFFIDAVIT OF MAILING ADM 00200 AFFIDAVIT/CONTRACTOR UTL 00300 AFFIDAVITS OF CANDIDACY ELE 00300 AFFIDAVITS OF OWNERSHIP CEM 00100 AFFIDAVITS OF PUBLICATION ELE 00400 AFFIDAVITS OF PUBLICATIONS ADM 00400 AFFIDAVITS OF PUBLICATIONS GENERAL NOTICES ADM 00300 AFFIRMATIVE ACTION FILES HRS 00200 AFFIRMATIVE ACTION RECRUITMENT FORM HRS 00300 AFFIRMATIVE ACTION REPORTS HRS 00400 AFFORDABLE CARE ACT REPORTING HRS 00150 AGENDA PACKETS ADM 00500 AGENDA PACKETS-MISCELLANEOUS ADM 00650 AGREEMENTS-TRUST ADM 00700 AGREEMENTS/CONTRACTS/LEASES/JOINT POWERS CON 00050 AIRPORT DEVELOPMENT/PLANNING ADM 00800 AIRPORT OPERATIONS/MAINTENANCE ADM 00900 AMBULANCE BILLING/HIPPA AUTHORIZATION FORM FIR 00010 AMBULANCE EMERGENCY ROOM RECORDS FIR 00020 AMBULANCE MASTER SCHEDULES FIR 00030 AMBULANCE PATIENT CARE REPORT-EMSRB/STATE FORM FIR 00040 AMBULANCE PRE-HOSPITAL PROTOCOLS FIR 00050 ANIMAL&PET LICENSE APPLICATIONS OR PERMITS PER 00100 ANIMAL CONTROL STATISTICAL REPORTS POL 01800 ANIMAL IMPOUND/RELEASE POL 01900 ANNEXATION RECORDS PLZ 00100 52 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE ANNUAL REPORT OF THE LIBRARY BOARD LIB 00100 ANNUAL REPORTS ADM 01000 ANNUAL REPORTS HRA 00100 ANNUAL REPORTS P&R 00400 ANNUAL REPORTS-POLICE DEPARTMENT POL 00100 APPARATUS/EQUIPMENT MAINTENANCE&INSPECTION RECORDS: FIR 00100 APPEARANCE BONDS BON 00100 APPLICATIONS-PERMIT DENIED PER 00200 APPLICATIONS FOR CLASSIFICATION ASG 00100 APPLICATIONS FOR EMPLOYMENT-NOT HIRED HRS 00500 APPLICATIONS FOR INSURANCE INS 00100 APPLICATIONS FOR PERSONS ON ELIGIBILITY LIST HRS 00600 APPOINTMENT FILES ADM 01100 APPOINTMENT FILES-NOT APPOINTED ADM 01110 APPRAISALS-PROPERTY ASG 00200 ARBITRATION DECISIONS HRS 00700 ARBORCULTURE PWM 00100 ARREST&CHARGE POL 05840 ARREST REPORTS POL 03000 ARSON REPORTS/INVESTIGATIONS FIR 00200 ARTICLES OF INCORPORATION ADM 01200 ASPHALT MIXING LOG PWM 00200 ASSESSMENT NOTIFICATION LETTERS ASG 00300 ASSET RECORDS FIN 00400 ATTORNEY OPINIONS ATT 00200 ATTORNEY OPINIONS-OFFICIAL COPY ADM 01300 AUCTION POL 00200 AUDIO&VIDEO RECORDING INVENTORY LOG POL 05810 AUDIO&VIDEO RECORDINGS-EXTRANEOUS POL 05830 AUDIO VISUAL/TECHNOLOGY EQUIPMENT CHECKOUT RECORDS LIB 00200 AUDIT OF PORTABLE RECORDING SYSTEMS TECHNOLOGY POL 05844 AUDIT REPORTS-EXTERNAL FIN 00800 AUDIT REPORTS-INTERNAL FIN 00900 AUDIT SUMMARY REPORT-PORTABLE RECORDING SYSTEMS POL 05846 AUTHORITY TO DISPOSE OF RECORDS STATE FORM(PR- 1) RMG 00100 AUTHORIZATION CARDS PAY 00100 AUTOMATIC LICENSE PLATE READER DATA POL 05850 AUTOMATIC LICENSE PLATE READER USE LOG&AUDIT DATA POL 05854 AUTOMATIC PAYMENT PLAN AUTHORIZATION FORM FIN 00950 BACKGROUND CHECK POL 00240 BACKGROUND CHECK POL 00250 BACTERIOLOGICAL TEST/ANALYSIS UTL 00500 BAIL RECEIPTS POL 03100 BALLOTS ELE 00500 BALLOTS-UNVOTED ELE 00600 BANK STATEMENTS FIN 01000 53 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE BANKRUPTCY RECORDS FIN 01100 BENEFIT/CAFETERIA PLAN RECORDS PAY 00200 BENEFITS ENROLLMENT ELECTION HRS 00750 BENEFITS PLAN HRS 00800 BICYCLE LICENSE OR PERMIT PER 00300 BICYCLE SAFETY POL 02100 BIDS&SPECIFICATIONS FOR CAPITAL IMPROVEMENT-ACCEP FED CON 00100 BIDS&SPECIFICATIONS FOR SERVICES&SUPPLIES-ACCEPTED CON 00200 BIDS,QUOTATIONS, SPECIFICATIONS&RFP'S-ACCEPTED ADM 01400 BIDS,QUOTATIONS,SPECIFICATIONS&RFP'S&-NOT ACCEPTED ADM 01500 BILLIARD(POOL HALL)LICENSE PER 00400 BILLING STATEMENTS FIN 01200 BILLINGS(REGISTER) UTL 00600 BIRTH RECORDS VIT 00100 BLOOD PRESSURE PATIENT RECORDS HEA 00100 BOND&INTEREST COUPON REGISTER BON 00200 BOND SALE TRANSCRIPTS BON 00300 BONDS-CITY OFFICIALS BON 00150 BOOKMOBILE RECORDS LIB 00300 BOWLING ALLEY LICENSE PER 00500 BRIDGE/CULVERT INVENTORY PWM 00300 BRIDGE/CULVERT MAINTENANCE REPORTS PWM 00400 BUDGET-ANNUAL FIN 01310 BUDGET-OFFICIAL COPY ADM 01800 BUDGET-SUPPORT/WORKING PAPERS ADM 01900 BUDGET REPORTS FIN 01320 BUDGET WORKPAPERS-DEPARTMENT FIN 01400 BUDGET WORKPAPERS -MASTER FIN 01500 BUILDING INSPECTION RECORDS-FINAL BUI 00150 BUILDING INSPECTION RECORDS-NOT FINAL BUI 00100 BUILDING PERMITS-COMMERCIAL PER 00600 BUILDING PERMITS-RESIDENTIAL PER 00700 BUILDING PLANS-COMMERCIAL,INDUSTRIAL BUI 00200 BUILDING PLANS:RESIDENTIAL BUI 00300 BUREAU OF CRIMINAL APPREHENSION REPORTS POL 00300 BURIAL PERMISSION FORM CEM 00300 BURIAL PERMITS CEM 00200 BURNING PERMITS-RESIDENTIAL PER 00800 BYLAWS-COMMISSIONS AND BOARDS ADM 02000 CAMPAIGN FINANCIAL REPORTS ELE 00700 CANCELED&VOIDED PAYROLL CHECKS PAY 00300 CANCELED/PAID BONDS,COUPONS&CERTIFICATES OF BON 00400 DESTRUCTION CAPITAL IMPROVEMENT PROGRAM FIN 01900 CARNIVAL LICENSE APPLICATIONS PER 00900 CASE FILES/OFFENSE REPORTS-JUVENILE POL 03400 CASE FILES/OFFENSE REPORTS-ADULT POL 03300 54 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE CASH REGISTER TAPES FIN 02000 CATALOGS LIB 00400 CENSUS REPORTS-CITY GENERATED ADM 02100 CERTIFICATE OF FILING LAND USE CONTROL PLZ 00200 CERTIFICATE OF OCCUPANCY BUI 00400 CERTIFICATE OF REAL ESTATE VALUE(CRV) ASG 00400 CERTIFICATE OF SURVEY BUI 00410 CERTIFICATES OF ELECTION ELE 00800 CERTIFICATES OF INSURANCE INS 00400 CERTIFICATION FOR PEACE OFFICERS FOR STATE AID APPLICATION POL 00350 CERTIFICATION OF I'EST/EXAMINATION RESULTS HRS 00900 CHANGE FORM(PAYROLL COPY) PAY 00400 CHART OF ACCOUNTS FIN 02006 CHARTER ADM 02200 CHECK REGISTER FIN 02010 CHECK REGISTER LIQ 00700 CHECKS(ACCOUNTS RECEIVABLE) FIN 02022 CHECKS(CANCELED&VOIDED)ACCOUNTS PAYABLE FIN 02020 CHECKS(DUPLICATE) FIN 02050 CHECKS(NSF) BAD CHECKS&BAD CHECKS LISTS FIN 02040 CHEMICAL ANALYSIS UTL 00800 CIGARETTE/TOBACCO/ETC.LICENSES&APPLICATIONS PER 01000 CIRCULATION RECORDS LIB 00500 CITATION/TICKETS POL 03500 CITIZEN CONTACTS-GENERAL POL 05860 CITIZEN CONTACTS-GENERAL/NON-ACTIVE OR INACTIVE CRIMINAL POL 05864 INVESTIGATIVE RECORDINGS CITY CODE/CODE OF ORDINANCES ADM 02300 CITY ORDINANCE VIOLATIONS ADM 02400 CITY SEAL ADM 02500 CIVIL LITIGATION FILES ATT 00300 CLAIMS INS 00450 CLASSIFICATION LISTS ASG 00500 CLASSIFICATION STUDIES HRS 01100 CLEAN-UP DAY INFO/PERMITS WST 00100 CLIENT INCIDENT REPORTS HEA 00200 CLIENT INCIDENT REPORTS HEA 00300 CLIENT INCIDENT REPORTS HEA 00400 CLIMATOLOGICAL GRAPHS PWM 00500 CODE COMPLIANCE INSPECTION BUI 00500 COMMUNITY CRIME PREVENTION PROGRAMS POL 02150 COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) HRA 00300 COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG)APPLICATIONS BRA 00200 COMPENSATION PLAN HRS 01150 COMPLAINTS-GENERAL ADM 02700 COMPLAINTS-REAL PROPERTY ADM 02600 COMPOSTING/YARDWASTE REGULATIONS WST 00200 55 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE COMPREHENSIVE PLAN PLZ 00300 CONDITIONAL USE PERMIT FILE PLZ 00400 CONSTRUCTION DRAWINGS/AS BUILTS PWE 00200 CONSULTING SERVICES HEA 00500 CONTRACTED SERVICES HEA 00600 CONTRACTOR LICENSE BONDS BON 00500 CONTRACTOR REGISTRATIONS PER 01100 CONTRACTS/AGREEMENTS-LABOR UNIONS HRS 01200 COPYRIGHT COMPLIANCE RECORDS LIB 00600 COPYRIGHTS&PATENTS ADM 02800 CORRESPONDENCE CEM 00400 CORRESPONDENCE-ATTORNEY ATT 00400 CORRESPONDENCE-GENERAL ADM 02900 CORRESPONDENCE-HISTORICAL ADM 03000 CORRESPONDENCE-MESSAGES ADM 03050 COURT RECORDS CTS 00000 CREDIT CARD RECEIPTS-MERCHANT COPIES FIN 02060 CRIMINAL LITIGATION FILES ATT 00500 CRIMINAL RECORD CHECK/SECONDARY DISSEMINATION POL 03600 CURB STOP REQUESTS PWM 00600 CURBSIDE RECYCLING PROGRAM WST 00300 CUSTOMER DATA/MUNICIPAL UTILITIES UTL 00850 DAILY CASH REPORTS FIN 02100 DAILY REPORTS(DEPARTMENT COPY) P&R 00700 DAILY TRANSACTION REPORTS UTL 00900 DAILY WORK SCHEDULES,CREW SCHEDULES PWM 00700 DANCE/PARADE/PUBLIC GATHERING PERMITS PER 01200 DANGEROUS DOG LICENSE POL 01950 DATA PRACTICES REQUESTS ADM 03070 DEATH INVESTIGATION POL 03700 DEATH INVESTIGATIONS POL 05870 DEATH RECORDS VIT 00200 DEATH REGISTRY HEA 00700 DEEDS CEM 00500 DEEDS PLZ 00500 DEFERMENT APPLICATION ASG 00600 DELINQUENT REPORTS UTL 01000 DEMOLITION RECORDS PWE 00300 DEPARTMENT OF CORRECTIONS-ANNUAL REPORT POL 00400 DEPARTMENT RULES&REGULATIONS P&R 00900 DEPARTMENTAL REPORTS ADM 03100 DEPARTMENTAL REPORTS ADM 03200 DEVELOPERS AGREEMENTS CON 00400 DIAGNOSTIC DISEASE INDEX HEA 00800 DICTATED&AUDIO RECORDED REPORTS POL 05820 DIETARY RECORDS HEA 00900 56 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE DIKE MAINTENANCE RECORDS PWM 00800 DIRECT DEPOSIT AUTHORIZATIONS PAY 00420 DIRECTED PATROLS POL 00410 DISCHARGE OF A FIREARM BY PEACE OFFICE IN COURSE OF DUTY POL 05874 DISPOSAL OF PROPERTY FIN 02200 DISTRIBUTION REPORTS UTL 01100 DIVISIONS AND COMBINATIONS OF REAL PROPERTY ASG 00700 DOCK LICENSES PER 01300 DONOR RECORDS LIB 00700 DRIVEWAY GUTTER PATCHING RECORDS PWM 00900 DROP OFF SITE/RECYCLING YARD WASTE WST 00400 DRUG AND ALCOHOL TESTING RESULTS HRS 01650 DRUG AND ALCOHOL TESTING RESULTS DOT RANDOM HRS 01660 EASEMENTS PLZ 00600 EASEMENTS-TEMPORARY PLZ 00700 ELECTION BOUNDARIES&PRECINCT MAP ELE 00900 ELECTION DAY FORMS ELE 01000 ELECTION JUDGE WORKSHEET ELE 01100 ELECTRICAL INSPECTION RECORD BUI 00600 ELECTRICAL PERMIT PER 01410 EMERGENCY PLAN/CIVIL DEFENSE FILES POL 00450 EMERGENCY STORM DAMAGE PWM 01000 EMPLOYEE DISHONESTY/SURETY BONDS INS 00500 EMPLOYEE MEDICAL RECORDS HRS 04200 EMPLOYEE RECOGNITION&AWARDS PROGRAM HRS 01500 EMPLOYEE SUGGESTION FORM HRS 01600 EMPLOYEE SURVEYS HRS 01680 EMPLOYERS QUARTERLY FEDERAL TAX RETURN PAY 00450 EMPLOYMENT ELIGIBILITY VERIFICATION/I-9 FORM HRS 02000 ENCUMBRANCES/REVERSALS-ORDERS ISSUED FIN 02400 ENGINEERING DESIGN BOOKS,PRODUCT DEVELOPMENT STANDARDS, PWE 00400 SPECIFICATION BOOKS,DRAWINGS ENVIRONMENTAL ASSESSMENT WORKSHEET WST 00500 ENVIRONMENTAL COMPLAINTS REPORTS PWM 01100 EPA REPORTS UTL 01200 EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY DATA HRS 01700 EQUIPMENT CONTRACTS CON 00500 EQUIPMENT INVENTORIES FIN 02450 EQUIPMENT REPORTS UTL 01300 EVIDENCE/PROPERTY LOGS POL 03740 EVIDENCE/PROPERTY INVENTORY REPORTS POL 03750 EXAMINATION FILE HRS 01800 EXCAVATION/RIGHT-OF-WAY PERMITS PER 01600 EXCEPTION REPORTS WST 00600 EXCLUSION APPLICATIONS ASG 00720 EXPENDITURE REPORTS-MONTHLY SUMMARIES FIN 02500 EXPENDITURE REPORTS-YEAR END SUMMARIES FIN 02600 57 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE FA-1 FORM,APPLICATION OF STATE AID FIRE EQUIPMENT CERTIFICATE FIR 00350 FAMILY MEDICAL LEAVE DOCUMENTS(FMLA) HRS 01850 FEE WAIVER SHEETS P&R 01000 FIDELITY BONDS BON 00600 FILL MATERIAL REQUESTS PWM 01200 FINANCIAL REPORTS FIN 02610 FINANCIAL REPORTS/STATEMENTS(ANNUAL) FIN 02620 FINES&SERVICE CHARGE RECORDS LIB 00800 FINGERPRINT RECORDS POL 00500 FINGERPRINT RECORDS POL 00510 FINGERPRINT RECORDS POL 03800 FIRE CODE FIR 00400 FIRE EXTINGUISHER SERVICE LICENSE PER 01700 FIRE HYDRANT MAINTENANCE UTL 01400 FIRE INSPECTION RECORD-ANNUAL BUI 00700 FIRE INVESTIGATION REPORT FIR 00600 FIRE PREVENTION WEEK TOURS&DEMONSTRATION DATA FIR 00700 FIRE TRUCK DAILY/WEEKLY INSPECTION SHEETS FIR 01150 FIREARM APPLICATION/PERMIT/TRANSFER POL 03900 FIREWORKS PERMIT&LICENSE PER 01800 FIRST REPORT OF INJURY INS 00650 FLOOD CONTROL RECORDS PWE 00500 FOOD ESTABLISHMENT LICENSE PER 01850 FOOD SERVICE RECORDS POL 05300 FORFEITURE FORMS POL 03820 FORMAL COMPLAINT MADE AGAINST PEACE OFFICER POL 05876 FRANCHISES GRANTED BY MUNICIPALITY CON 00600 FREEZING CONDITIONS EMERGENCY LOG PWM 01300 FROZEN WATER LINES LIST UTL 01500 GAMBLING LICENSES&REPORTS PER 01900 GAMBLING/LOTTERY MATERIAL FIN 02800 GARNISHMENTS PAY 00500 GAS FITTERS LICENSE PER 01920 GENERAL JOURNAL FIN 02900 GENERAL LEDGERS FIN 03000 GOPHER STATE ONE RECORDS UTL 01600 GRANTS ADM 03300 GREEN ACRE LAND&AGRICULTURE PRESERVE APPLICATIONS ASG 00750 GRIEVANCE FILES HRS 01900 GRIEVANCE MECHANISM HEA 01000 HAZARDOUS MATERIAL ACCIDENT REPORT FIR 01200 HAZARDOUS MATERIAL DOCUMENTS Includes Business Hazard Chemical FIR 01250 Inventories/Tier II Reports/Hazmat Sara Title III Reports HEALTH DEPARTMENT REPORTS UTL 01700 HEALTH FAIRS/WORKSHEET HEALTH PROGRAMS HEA 01100 HEALTH STAFF REPORTS HEA 01300 HEALTH/MEDICAL PATIENT RECORDS HEA 01200 58 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE HEARING SCREENING RECORDS HEA 01400 HEATING/VENTILATION INSPECTION RECORD BUI 00800 HEATING,VENTILATION,AIR CONDITIONING PERMIT PER 01930 HISTORICAL DATA/PHOTOGRAPHS RMG 00200 HOME HEALTH CARE RECORDS HEA 01500 HOME IMPROVEMENT VALUE EXCLUSION(THIS OLD HOUSE LAW) ASG 00780 HOMESTEAD APPLICATION REQUESTS ASG 00800 HOMESTEAD APPLICATIONS CARDS ASG 00900 HOMESTEAD PRINT-OUT LIST ASG 01000 HOSPITAL LISTS OF BIRTHS AND DEATHS VIT 00300 HOTEL&MOTEL LICENSES PER 02000 HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER WST 00700 HOUSING INSPECTION RECORD BUI 00900 HOUSING PROGRAM GUIDELINES HRA 00400 BRA PROJECT MANAGEMENT&RENTAL AGREEMENTS HRA 00500 HUD ADMINISTRATIVE DOCUMENTS HRA 00600 HUNTING/SHOOTING PERMIT PER 02020 ICR's POL 04100 IDENTIFICATION NUMBERS WST 00800 IMMUNIZATION RECORDS HEA 01600 INCIDENT FORM(STA 1'E MFIRS-1) FIR 01300 INCIDENT REPORTS/FIRE RUNS FIR 01400 INCOME INFORMATION-NON-COURT TAX DATA ASG 01200 INCOME SALES TAX RETURNS/RECEIPTS FIN 03100 INDEMNITY BONDS BON 00700 INFECTIOUS DISEASE&OCCUPATIONAL EXPOSURE FILES HRS 04400 IN-SERVICE/IN-HOUSE SUMMARIES HEA 01700 INSPECTION&TESTING RECORDS PWE 00600 INSPECTION NOTICES TO HOMEOWNER,VIOLATOR,ETC. BUI 01000 INSPECTION RECORDS OF LICENSED FACILITIES PER 02050 INSPECTIONS-SERVICE NEW MAINS UTL 01800 INSPECTOR REPORTS BUI 01100 INSTRUCTION MATERIALS FOR JUDGES ELE 01200 INSURANCE AGENTS'SERVICE AGREEMENT INS 00700 INSURANCE PREMIUM REPORT PAY 00600 IN I'ERNAL INVESTIGATION POL 00600 INTERNAL INVESTIGATIONS POL 05880 INTERVIEWS POL 05900 INTOXILYZER TEST RESULTS POL 04200 INVENTORIES ADM 03400 INVENTORY OF PORTABLE RECORDING SYSTEMS TECHNOLOGY POL 05910 INVENTORY SHEETS LIQ 01000 INVESTIGATIVE FILES ATT 00600 INVESTMENT DOCUMENTS FIN 03200 INVOICES-CLAIM VOUCHERS&VERIFIEDS(AR&AP) FIN 03300 JAIL REGISTER POL 05400 59 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE JOB/POSITION DESCRIPTIONS HRS 02200 JOURNAL ENTRY SUPPORT FIN 03400 LABOR UNION-DISPU IES HRS 02300 LABOR UNIONS-NEGOTIATING DATA HRS 02400 LABORATORY ACTIVITIES HEA 01800 LANDFILL/GARBAGE DUMP SITES WST 00900 LEASE OF REAL PROPERTY CON 00700 LIABILITY RELEASES POL 00700 LIBRARY CARD LIB 00900 LICENSE BONDS BON 00800 LICENSING,CERTIFICATION AND ACCREDITATION HEA 01900 LIENS ADM 03700 LIQUOR LICENSE PER 02100 LOANS-INTER LIBRARY LIB 01000 LOG SHEETS POL 00800 LONG TERM DISABILITY(LID) INS 01100 LOST ITEM REIMBURSEMENT RECORDS LIB 01100 MAILING LISTS P&R 01100 MAINTENANCE PUMP STATIONS UTL 01900 MAINTENANCE RECORDS-CITY EQUIPMENT ADM 03900 MAINTENANCE RECORDS-CITY PROPERTY ADM 03800 MAINTENANCE/INSPECTION OF FACILITIES PWM 01350 MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS PWM 01400 MANHOLE REPAIR REPORT PWM 01500 MANUALS-CITY EQUIPMENT ADM 04000 MAPS-TOPOGRAPHICAL PWE 00800 MAPS&HALF SECTION PLZ 00800 MAPS,CONSTRUCTION PWE 00700 MASSAGE LICENSE PER 02200 MASTER NAME FILE POL 04500 MASTER NAME FILE POL 04600 MECHANICAL AMUSEMENT DEVICE LICENSE PER 02300 MEETING ROOM REQUEST LIB 01200 METER READING CARDS/SHEETS UTL 02000 METER RECORDS UTL 02100 MICROFILM INDEX RMG 00300 MINNESOTA HOUSING FINANCE AGENCY(MHFA)HOME HRA 00700 IMPROVEMENT LOANS MINNESOTA HOUSING FINANCE AGENCY(MHFA)HOME PURCHASE HRA 00800 LOANS MINUTES CEM 00600 MINUTES-CITY COUNCIL ADM 04300 MINUTES-VARIOUS BOARDS,COMMISSIONS,COMMITTEES& ADM 04400 COUNCILS MNDOT CORRESPONDENCE PWM 01600 MOTOR VEHICLE LICENSE PER 02400 MOVING PERMIT PER 02500 60 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE MUG SHOTS-ADULT POL 04700 MUG SHOTS-JUVENILE POL 04720 NEWSLETTERS LIB 01500 NEWSLETTERS-CITY GENERATED ADM 04500 NEWSPAPER CLIPPINGS/SCRAPBOOKS ADM 04600 NOMINATING PETITIONS ELE 01300 NOTICE OF MEETINGS-CITY COUNCIL&BOARDS&COMMISSIONS ADM 04700 NOTICE OF SPILL(S) WST 01200 NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE WST 01100 OATH OF OFFICE ELE 01400 OATH OF OFFICE-ELECTED&APPOINTED OFFICIALS ADM 04800 OATH OF OFFICE-POLICE OFFICERS,COMMUNITY SERVICE OFFICERS, ADM 04900 ANIMAL CONTROL OFFICERS,CITY STAFF WHO ISSUE CITATIONS OATH OF RESIDENCE/VOUCHER CARDS ELE 01500 OCCUPANCY PERMITS/INSPECTION FILES FIR 01600 OPEN BURNING PERMITS WST 01300 OPERATION I.D. POL 02600 ORDINANCES&RESOLUTIONS ADOPTED ADM 05000 ORGANIZATIONAL CHARTS-CITY ADM 05200 OSHA-CITATIONS OF PENALTY HRS 04500 OSHA-EMPLOYEE EXPOSURE RECORDS HRS 04700 OSHA REPORTS HRS 04600 OUTAGE REPORTS UTL 02160 OVERDUE&DAMAGED LIBRARY MATERIAL RECORDS LIB 01600 OWNER INDEX CEM 00700 PARK&REC SECURITY TAPES P&R 02450 PARK ACQUISITIONS P&R 01400 PARK MASTER PLAN P&R 01500 PARKING METER REPORTS/RECORDS PER 02510 PARKING PERMIT PER 02520 PARKLAND DEDICATION VALUATIONS ASG 01400 PARTICIPATION DATA P&R 01600 PATIENT MASTER INDEX HEA 02000 PAWN SHOP RECORDS POL 00910 PAWNBROKERS/PRECIOUS METAL/SECOND-HAND DEALER LICENSE PER 02600 PAY EQUITY IMPLEMENTATION REPORT HRS 02700 PAY EQUITY PLAN/SUMMARY HRS 03000 PAY EQUITY PROFILES HRS 02800 PAY EQUITY QUESTIONNAIRE BOOKS HRS 02900 PAY EQUITY WORKPAPERS HRS 03100 PAYMENT BONDS BON 00900 PAYROLL LEDGER/JOURNAL PAY 00900 PAYROLL REPORTS PAY 00800 PAYROLL REPORTS-STATE&FEDERAL PAY 01000 PAYROLL WORKSHEETS PAY 01100 PEAK DEMAND REPORTS UTL 02130 PEDDLER'S,TRANSIENT MERCHANTS&SOLICITORS LICENSE PER 02700 61 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE PENSION&RETIREMENT REPORTS PAY 01200 PERA REPORTS/PENSION FILES PAY 01300 PERFORMANCE BONDS BON 01000 PERMIT BONDS BON 01100 PERMITS P&R 01700 PERMITS-STREET OPENING PWE 00900 PERPETUAL CARE FLOWER FUND CERTIFICATES CEM 00900 PERPETUAL CARE SERVICE LEDGER CEM 00800 PERSONNEL FILES FIRS 03300 PETITIONS ADM 05300 PETITIONS(COURT)-VALUATIONS ASG 01500 PETITIONS RELATING TO ZONING REQUESTS PLZ 01100 PETTY CASH REPORTS LIB 01700 PHARMACY DATA HEA 02100 PHARMACY INSPECTION REPORTS HEA 02200 PHOTOGRAPHS POL05920 PLANNING CASE FILE PLZ 01200 PLANS&SPECIFICATIONS PWE 01100 PLASTERING LICENSE PER 02800 PLAT CEM 01000 PLAT FILES-FINAL PLAT PLZ 01300 PLAT FILES-PRELIMINARY PLAT PLZ 01400 PLUMBER'S REGISTRATION PER 02810 PLUMBING INSPECTION RECORD BUI 01200 PLUMBING PERMITS PER 02900 POLICE CLEARANCE LETTERS/NOTARIZED NAME SEARCH POL 01000 POLICIES-ALL INSURANCE POLICIES INS 01240 POLICIES&PROCEDURES ADM 05400 POLICIES&PROCEDURES/RULES&REGULATIONS HRS 03400 POLLING PLACE AGREEMENTS ELE 01600 POLLING PLACE ROSTERS ELE 01700 POOL LICENSE PER 03000 POOL/BEACH PASS FORMS P&R 01800 PRECINCT BOOKS&PRINTOUTS FROM COUNTY ELE 01800 PRESS RELEASES ADM 05500 PRICE LIST LIQ 01100 PRISONER PROPERTY RECEIPTS POL 05500 PROBLEM STREET AREA REPORTS PWM 01700 PROCEDURES RMG 00400 PROCLAMATIONS ADM 05600 PROGRAM DESCRIPTIONS HEA 02300 PROGRAM FILES HRA 01100 PROGRAM FILES P&R 01950 PROJECT CORRESPONDENCE ADM 05700 PROJECT FILES-SPECIAL ASSESSMENTS ASG 01600 PROJECT RECORDS PWE 01200 62 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE PROJECT RECORDS PWE 01300 PROJECT RECORDS PWE 01400 PROPERTY-MORTGAGES,OPTIONS,PURCHASE OF CON 00800 PROPERTY-RECORD CARDS/ASSESSMENTS ASG 02200 PROPERTY ACQUISITION HRA 01200 PROPERTY FILES ATT 00700 PROSECUTION/LAW ENFORCEMENT FILES ATT 00800 PUBLIC ASSISTANCE VOUCHER RECORDS POL 01500 PUBLIC PROPERTY USE APPLICATIONS PER 03010 PUBLICATIONS-CITY-GENERATED ADM 05900 PUBLICITY LIB 01800 PUMPING REPORTS UTL 02200 PURCHASE ORDERS FIN 03800 QUARTERLY WITHHOLDING TAX RETURN PAY 01350 RADIO LOGS/CAD POL 02800 REAL ESTATE DATA CARDS/FIELD CARDS ASG 02400 REAL PROPERTY-BIDS&ESTIMATES PLZ 01600 REAL PROPERTY APPRAISALS PLZ 01500 REBATE APPLICATIONS PWE 01450 RECEIPTS&RECEIPT BOOKS FIN 04000 RECLAMATION AGREEMENTS WST 01400 RECONCILLIATION REPORTS PWM 01750 RECORD OF BURIALS,TRANSFERS,ETC CEM 01100 RECORDINGS-AUDIO ADM 05960 RECORDINGS-AUDIONIDEO ADM 05950 RECORDINGS-AUDIO/VIDEO-GENERAL ADM 05970 RECORDINGS-AUDIO/VIDEO-HISTORICAL ADM 05980 RECORDINGS-AUDIO/VIDEO-PROJECTS ADM 05990 RECORDS CHECKOUT REQUEST RMG 00600 RECORDS DISPOSITION AUTHORIZATION RMG 00700 RECORDS INVENTORIES RMG 00500 RECORDS INVENTORY REPORT RMG 00800 RECORDS MANAGEMENT MANUAL RMG 00900 RECORDS RETENTION SCHEDULES RMG 01000 RECORDS TRANSFER/TRANSMITTAL LIST RMG 01100 RECRUITMENT FILES HRS 03500 RECYCLING BINS&ACCESSORIES PRICE SHEET WST 01500 RECYCLING BROCHURES WST 01600 REFORESTATION PROGRAM PWM 01800 REGISTRATION FORMS P&R 02000 RENTAL AGREEMENTS/CONTRACTS P&R 02100 RENTAL APPLICATION/LICENSE PER 03020 RENTAL INSPECTION RECORDS BUI 01210 REPORTS WST 01700 REPORTS AND STUDIES UTL 02400 REPORTS OF INJURIES OF PARTICIPANTS P&R 02200 63 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE REPOSSESSION LOGS POL 04840 REPRIMANDS/DISCIPLINARY ACTION HRS 03600 REQUEST TO INSPECT POLICE REPORT POL 01600 REQUISITIONS-DEPARTMENT COPY FIN 04300 REQUISITIONS FOR PERSONNEL HRS 03700 RESEARCH DATA HEA 02400 REVENUE REPORTS-MONTHLY SUMMARIES FIN 04400 REVENUE REPORTS-YEAR END SUMMARIES FIN 04500 REZONING FILE PLZ 01700 RIGHT-OF-WAY DOCUMENTS PWE 01500 ROSTER P&R 02300 RULES&REGULATIONS,FIRE DEPT FIR 01700 SAFETY COMMITTEE AGENDA&MINUTES HRS 04800 SAFETY DATA SHEETS WST 01750 SAFETY MANUAL HRS 04900 SALARY DETERMINATION FOR NON-UNION EMPLOYEES HRS 03750 SALES REPORTS LIQ 01400 SALES TAX FIN 04550 SAUNA LICENSE PER 03100 SCHEDULES P&R 02400 SEARCH COPIES ASG 02800 SECTION 8 CLIENTS HRA 01300 SECTION 8 REIMBURSEMENT REQUESTS HRA 01400 SERVICE LINE AND ADDRESS CARDS UTL 02500 SERVICE REQUESTS UTL 02600 SEWER AVAILABILITY REPORT BUI 01220 SEWER BACKUP RECORDS UTL 02630 SEWER CLEANING REPORTS UTL 02700 SEWER DISCHARGE PERMITS UTL 02800 SEWER MAIN BREAK RECORDS UTL 02830 SEWER TELEVISING REPORT UTL 02850 SEXUALLY ORIENTED BUSINESS LICENSE PER 03110 SHELF LIST/INVENTORY LIB 01900 SHORT TERM DISABILITY(STD) INS 01450 SHUT OFF LIST UTL 02900 SIDEWALK REPAIR RECORDS PWM 02000 SIGN INSPECTION RECORD BUI 01300 SIGN PERMIT PER 03120 SIGN PLAN VARIANCES/APPROVALS/INSPECTION RECORDS PLZ 01800 SIGN UP SHEETS HRS 05100 SITE PLAN FILE-APPROVED PLZ 01900 SITE PLAN FILE-NOT APPROVED PLZ 02000 SLUDGE DISPOSAL WST 01800 SNOW REMOVAL EMERGENCY PLANS PWM 02100 SNOW REMOVAL LOGS PWM 02200 SOLID WASTE,GARBAGE,REFUSE AND RECYCLERS LICENSE/PERMIT PER 03200 64 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE SPECIAL ASSESSMENT PROJECT APPROVALS&SPECIAL BENEFIT ASG 02900 VALUATIONS SPECIAL ASSESSMENT RECEIPTS AND ROLLS ASG 03000 SPECIAL COMMITTEE REPORTS ADM 06000 SPECIAL EVENTS&PROGRAMS LIB 02000 SPECIAL USE PERMIT FILE PLZ 02100 STATEMENT OF ECONOMIC INTEREST ELE 02200 STATISTICAL REPORTS HEA 02500 STATISTICAL REPORTS/SUPPLEMENTAL REPORTS POL 01700 STORM SEWER LIFT STATIONS PUMP REPORTS PWM 02700 STORM WATER MANAGEMENT RECORDS PWE 01600 STREET COMPOSITION REPORTS PWM 02300 STREET INDEXES PWE 01650 STREET INVENTORY/CONDITION/RESURFACING RECORDS PWM 02400 STREET NAME CHANGE(APPROVED) ADM 06100 STREET NAME CHANGE(NOT APPROVED) ADM 06200 STREET PATCH REQUESTS PWM 02500 STREET REGULATIONS PWE 01700 STREET REGULATIONS PWE 01800 STREET USE PERMIT PER 03300 STREET UTILITY SERVICE LINES PWE 01000 STUDIES&REPORTS LIB 02100 SUBSCRIPTIONS/SIGN-UPS ADM 06300 SUMMARY STATEMENT ELE 02300 SUPPLY EQUIPMENT LISTS P&R 02500 SURCHARGE REPORT BUI 01310 SURVEY/RESEARCH RAW DATA ADM 03650 SURVEY/RESEARCH RAW DATA ADM 06350 SURVEYS,PROPERTY PLZ 02200 TAX INCREMENT FINANCE(TIF)DISTRICT RECORDS-DISTRICT FIN 04600 CREATION RECORDS TAX INCREMENT FINANCE(TIF)DISTRICT RECORDS-FINANCIAL FIN 04650 RECORDS TAX INCREMENT FINANCE(TIF)DISTRICT RECORDS-FINANCIAL FIN 04660 RECORDS-AUDITED TAXI LICENSES PER 03400 TEST RESULTS WST 01900 THEATER LICENSE PER 03410 TICKET SALES REPORTS P&R 02600 TIME SHEETS PAY 01400 TITLES TO MUNICIPAL VEHICLES&EQUIPMENT ADM 06400 TRAFFIC COUNT MAP PWE 01860 TRAFFIC MONITORING DEVICES POL 04820 TRAFFIC REPORTS/STUDIES PWE 01850 TRAINING MATERIALS HRS 05300 TRAINING RECORDS-FOR EACH INDIVIDUAL FIRS 05400 TRAINING RECORDS&REPORTS FOR OFFICERS POL 01750 65 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE TRAINING RECORDS/INDIVIDUAL CERTIFICATIONS FIR 01750 TRANSPORT INFORMATION WST 02000 TRANSPORTATION SERVICE P&R 02700 TRAVEL EXPENSE RECORDS FIN 04700 TREASURER'S REPORT-MONTHLY FIN 04710 TREE DISEASE CONTROL PWM 02800 TREE TRIMMING/REMOVAL LICENSE PER 03420 TUBERCULOSIS PREVENTION&CONTROL HEA 02600 TUBERCULOSIS PREVENTION&CONTROL HEA 02700 UNCLAIMED PROPERTY RECORDS (SENT TO STATE) FIN 04750 UNEMPLOYMENT CLAIMS/COMPENSATION HRS 04000 UNIFORM HAZARDOUS WASTE MANIFESTS WST 02100 USE OF FORCE POL 05930 UTILITY ACCOUNT CHANGE ORDERS UTL 03000 UTILITY PAYMENT STUB UTL 03050 VACATION&LEAVE REQUESTS PAY 01500 VACATION FILES PLZ 02300 VALIDATION REPORTS(from State) POL 04870 VALUATION CHANGE ORDER-PAPER ASG 03350 VALUATION LISTS ASG 03400 VALUE IN EXCESS OF PURCHASE PRICE(VIEPP) HRA 01600 VARIANCE FILES PLZ 02400 VEHICLE IMPOUNDS POL 04900 VEHICLE SAFETY INSPECTION REPORTS PWM 02900 VETERANS PREFERENCE ELECTION FORM HRS 04050 VIDEO TAPE OF BOOKING POL 05940 VOLUNTARY PERMISSION&CONSENT TO SEARCH AND SEIZE FIR 01900 VOLUNTEER GROUPS RECORDS LIB 02200 VOLUNTEER PERSONNEL RECORDS LIB 02300 VOLUNTEER RECORDS HEA 02800 VOTER RECEIPTS ELE 02400 W-2 STATEMENTS-EMPLOYERS COPY PAY 01600 W-3 STATEMENTS PAY 01700 W-4 FORM-ORIGINALS PAY 01800 WAGE ASSIGNMENTS HRS 04100 WARRANT REQUESTS HRA 01700 WASTEWATER MANAGEMENT RECORDS UTL 03070 WATER AND SEWER ANALYSIS UTL 03100 WATER MAIN BREAK RECORDS UTL 03200 WATER METER REPLACEMENT SHEETS UTL 03300 WATERCRAFT INSPECTIONS PWM 02960 WATERSHED DISTRICT RECORDS PWE 02100 WEED COMPLAINT&REPORTS PWM 03000 WEIGHT TICKETS PWE 02200 WELL PERMITS UTL 03400 WETLAND RECORDS PER 03450 66 General Records Retention Schedule for Minnesota Cities Index RECORD SERIES TITLE RECORD SERIES CODE WOMEN,INFANTS&CHILDREN(WIC)HEALTH PROGRAM HEA 02900 WORK ORDERS FIN 05000 WORK SCHEDULE FILES LIB 02400 WORKERS COMP PROOF OF PAYMENT PAY 01900 WORKERS'COMPENSATION CLAIM REGISTER INS 01600 WORKERS'COMPENSATION CLAIMS INS 01550 WRECKING PERMIT PER 03500 ZONING FILES PLZ 02500 67 N `0; -N O ca O M �°' rn NCO w 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E E _ § zw 0 E o ° w a cea m I 0 E8 ± 803 § E E \ ) C° iii § k 12 0 m 2 z k - $ ) E 2 z m m 2 < a w © o 0 £ 2 » ° 7 0 0 @ i- 8 § 2 = / S 2 0 0 % % § 7 Z ; Z F § w co 2 § 0a. f t ® w » co ; I § G Q 0 2 - ) o CC . c m © ` 0 e _I / C = w a d § 0 7 0 a ƒ ± \ 0 � % co I = % a §. Z § k 0 / Ce < CL ) LU ƒ ? < 0 / / ) a F- 0 3 0 Co o o 0 0 0 0 S 0 0 0 0 CV Co et o co N- N- Co 0 0 0 0 0 0 0 0 0 0 0 CN o 0 0 P I- I- w e w e w w P P 0 $ Co 2 2 Co Co Co Cl) Co 2 Cl) N- § § § § § \ 0 0 0 0 0 0 0 0 0 0 0 \ z 2 2 m 2 2 2 m 2 2 2 2 § 2 w 2 2 2 2 2 § 2 2 2 7 ® % 5 5 5 5 5 5 5 5 5 5DC Minnesota Historical Society State Archives Department NOTIFICATION OF ADOPTION Minnesota History Center OF 345 Kellogg Boulevard West CITY GENERAL St.Paul,MN 55102-1906 651-259-3260 Fax:651-296-9961 RECORDS RETENTION SCHEDULE 1. Complete this form and send the original and one copy to the State Archives Department at the above address. 2. Destruction of records according to the general schedule is NOT permitted until this form is signed by the Minnesota Historical Society. City Telephone(include area code) Elk River Municipal Utilities 763-441-2020 Street Address City,Zip Code 13069 Orono Parkway Elk River, MN 55330 This is to notify the Minnesota Historical Society that the city named above has officially adopted the Minnesota City General Records Retention Schedule(revised 2008): Cities are advised to adopt the entire schedule. If this is not possible,individual sections may be adopted. ("X"the appropriate items) x The City adopts the entire scheduleThe City adopts only the following sections: Administration Financial/Accounting Payroll Assessing Fire Permits&Licenses Attomey Health Services Planning&Zoning Bonds Housing and Redevelopment Authority/ Public Safety—Police Economic Development Authority Building Inspections Human Resources Public Works Cemetery Insurance Records Management Contracts/Agreements Library Utilities Courts Liquor Store Vital Statistics Elections Parks&Recreation Waste Management Name/Title of City Official(print) Signature of City Official Date John Dietz, Utilities Chair Email Address of Person With Records Management Responsibility: mcanterbury@ermumn.com The Minnesota Historical Society acknowledges your Notification of Adoption of the City General Records Retention Schedule. You are authorized to retain and dispose of records as indicated on the schedule. Director or Designee,Minnesota Historical Society Date 152 Elk River Municipal Utilities Section: MANAGEMENT POLICY Category: Management Administration Policies Policy Reference: Policy Title: A.21 Records Management Policy POLICY: Elk River Municipal Utilities (ERMU)provides for efficient, economical, and effective controls over the creation, distribution, organization,maintenance,use, and disposition of all ERMU records -regardless of form. The Executive Administrative Assistant is responsible for maintaining ERMU records per the State Record Retention Schedule for Minnesota Cities in accordance with the requirements outlined by the State of Minnesota. AUTHORITY: Minnesota Statutes 138.17 and 15.17 establish the authority and assign the responsibility of the records management program and creates the administrative framework through which the purposes of the program are achieved. DESIGNATION OF RECORDS COORDINATORS BY DEPARTMENT MANAGERS: Based on State of Minnesota Statute,the Executive Administrative Assistant is responsible for all utility records. Each department manager is responsible for the records their department creates and receives. Each manager shall designate a staff member to serve as a Records Coordinator to administer the Records Management Program for their department. GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES: A Records Retention Schedule is a document used to ensure that records are kept only as long as legally and operationally required, and that obsolete records are disposed of in a systematic and controlled manner. ERMU has adopted the State Record Retention Schedule for Minnesota Cities. Before any record may be destroyed,the records and their retention period must be listed on the State Record Retention Schedule for Minnesota Cities. Records not listed on the adopted schedule may be destroyed only upon completion of a separate administrative process specified in state law as discussed below. Page 1 of 5 153 ERMU Management Policy—A.21 Records Management Policy Electronic Records There is no single retention period that applies to all electronic records such as email. Retention periods are determined by the content, nature, and purpose of the record, and are set based on their legal, fiscal, administrative, and historical values, regardless of the format in which they are kept. Electronic images of record documents are official records and must be managed in accordance with retention requirements specified in the schedule. Cloud Computing Records management requirements apply to public records maintained on the cloud just as they apply when stored on city-owned hardware. Before using cloud storage ERMU must consider and in some cases ensure: confidentiality, record destruction capability of all copies exceeding retention schedule, location/access, legal/policy compliance (exp. HIPAA,PCI, etc.), e-discovery, interoperability(ensure records are not trapped in a proprietary system that will require considerable expense and effort to move to access), and security. It is important to have the provider demonstrate that they can meet retention requirements and to clearly outline them in the contract with the provider. DEVELOPMENT AND USE OF RECORDS MANAGEMENT POLICY AND PROCEDURES: This policy is designed to enable the Executive Administrative Assistant to fulfill the responsibilities outlined by state statute. The policy defines the records management program and assigns the responsibilities and authorities to administer the program. The procedures outline the responsibilities and actions required to implement the program. GOVERNANCE AND RESPONSIBILITIES: Executive Administrative Assistant • Provides management oversight of the Records Management Program. • Secures funding to implement and support the ongoing functions of the program. • Provides guidance and oversight in the development of an effective communications strategy to promote the program. • Encourages ongoing adherence to the program by all ERMU employees and elected officials. • Develops procedures to ensure permanent preservation of historically valuable records in accordance with Minnesota Historical Society guidelines. • Provides records management advice and assistance to ERMU departments through the development and implementation of the policy,procedures, and training programs. • Monitors records retention schedules and administrative rules issued by the State of Minnesota and provides documentation as required according to statute/rules. • Designs and implements a communications program to disseminate information concerning state laws, administrative rules, and relevant major litigation that may affect records management. • Provides positive support for the program and the use of the retention schedule by staff and others. Page 2 of 5 154 ERMU Management Policy—A.21 Records Management Policy • Reviews and signs destruction authorization forms for records that have met the retention requirements. Managers • Cooperate with the Executive Administrative Assistant to carry out the established policy and procedures. • Assign a Department Records Coordinator to manage records and retention. • Ensure that the transactions of city business are properly documented, including services, programs, and duties. • Ensure their staff follows the retention, storage, and destruction requirements of the Records Management Program. Records Coordinators • Assist the Executive Administrative Assistant in the review, migration, and purge of records per the State Records Retention Schedule for Minnesota Cities. • Develop and implement filing systems to manage large volumes or groupings of records. • Assist in the review of records that are identified for destruction maintained in the department and the Records Center. • Coordinate and implement the Records Management Program for their department. • Disseminate information to department staff concerning the Records Management Program. DESTRUCTION OF RECORDS UNDER THE RETENTION SCHEDULE: Records Kept in Departments Minnesota law requires that a record of all destruction must be created and maintained. Prior to the destruction of a record, a Records Destruction Request Form must be completed and a signed authorization must be obtained from the department manager and Executive Administrative Assistant. The department is responsible for documenting its records destruction. Records in Records Center When records become inactive they may be transferred to the Records Center. A Transfer to Records Center Form must be completed and submitted with the records to the Executive Administrative Assistant. When records scheduled for destruction reside in the Records Center, a Records Destruction Request Form is submitted to the department manager for review and approval. The Executive Administrative Assistant completes the Records Destruction Request Form to document the destruction of records in the Records Center. Destruction of Records Not on State Records Retention Schedule It is a crime to destroy government records except by the authority provided for in state law. ERMU may not destroy government records that are not listed on the State Records Retention Schedule for Minnesota Cities without specific authorization from the State Records Retention Panel. The panel is made up of the state attorney general, state auditor, and director of the Minnesota Historical Society. Page 3 of 5 155 ERMU Management Policy—A.21 Records Management Policy Under special circumstances, a record not yet listed on the State Records Retention Schedule for Minnesota Cities can be destroyed. The Executive Administrative Assistant must submit a PRI Form -Authority to Destroy Records to the State Records Disposition Panel and receive approval from the panel before these records can be destroyed. SUSPENSION OF RECORDS DESTRUCTION—PENDING LITIGATION, GOVERNMENT INVESTIGATION OR AUDIT: If litigation is pending or threatened,the retention policy must be suspended for the document that could be subject to the litigation(litigation hold). The manager and the records coordinator must review all records prior to destruction to ensure that pending actions (litigation, government investigation, or audit)will not be affected by the destruction. If a department has been notified that litigation, government investigation, or audit is imminent or pending, all destruction must be suspended for records involved with the action. Departments should contact the city attorney to clarify the specific records involved in an action to ensure that all record production and discovery obligations can be met. SECURITY ASSESSMENT: At least annually,the responsible authority and department managers will conduct a comprehensive security assessment of any personal information maintained by ERMU. The responsible authorities shall also have all employees within their departments review ERMU's Data Practices policies. The responsible authorities will take measures to assure the employees are staying in compliance with the policies. If ERMU discover a data breach,the responsible authority for that department will give written notice by first class mail of that breach to the person who is the subject of the data. The person must also be informed that ERMU will perform an investigation of the data breach, and instructions on how the report can be accessed after completion. Upon completion of an investigation into any breach in the security of data and final disposition of any disciplinary action, including exhaustion of all rights of appeal under any applicable collective bargaining agreement,the responsible authority shall prepare a report on the facts and results of the investigation. If the breach involves unauthorized access to or acquisition of data by an employee, contractor, or agent of ERMU,the report must at a minimum include: • A description of the type of data that was accessed or acquired. • The number of individuals whose data was improperly accessed or acquired. • The names of each employee responsible for the unauthorized access, if there has been final disposition of disciplinary actions. • The final disposition of any disciplinary action taken as a result. If ERMU discovers circumstances requiring notification under this section of more than 1,000 individuals at one time, ERMU will also notify, without unreasonable delay, all consumer reporting agencies that compile and maintain files on consumers on a nationwide basis, as Page 4 of 5 156 ERMU Management Policy—A.21 Records Management Policy defined in United State Code, title 15, sections 1681a, of the timing, distribution, and content of the notices. Nothing in this section restricts access to not public data by the legislative auditor or state auditor in the performance of official duties. POLICY HISTORY: Established March 13, 2018 Page 5 of 5 157 Elk River Municipal Utilities COMMISSION POLICY Section: Category: Governance Delegation to Mangement Policy Reference: Policy Title: G.4p External Communications PURPOSE: With this policy,the Commission sets forth its expectations for the General Manager concerning ERMU's external communications. POLICY: The Commission expects the General Manager, or an authorized designee of the General Manager,to be the point of contact for communications between ERMU and external interests including the news media, state or federal governmental and regulatory bodies,and the elected or appointed leaders of governmental jurisdictions in which ERMU operates. Such designation does not preclude the Commission Chair(or other Commission officer or member specifically designated by the Commission)from speaking on behalf of the Commission concerning matters of Commission policy or Commission action. The Commission expects all external communications to be reasonably consistent,timely, accurate, and clearly stated,with appropriate protection of any information that has been designated as confidential. Consistent with the above general statement,the General Manager shall: 1. Protect information that has been designated confidential,except in those situations where the release of such information has been explicitly authorized by the Commission or required by law or regulation, including the Minnesota Data Practices Act(Minnesota Statutes, Chapter 13). 2. Adopt appropriate management policies and procedures to ensure that ERMU management and staff are fully aware of their individual responsibilities and limitations with respect to information management and external communications. These policies will include a data practices policy; a records management policy; and a communications policy. Page 1 of 2 158 ERMU Commission Policy—G.4p External Communications Note: See Commission Member Role,Responsibilities, and Orientation; Commission Member Conduct; and Commission Officer Roles,Responsibilities and Succession for related policy provisions concerning external communications by Commission Members and Commission Officers. POLICY HISTORY: Adopted October 10, 2017 Page 2 of 2 159