7.2. SR 08-23-1993
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ITEM 7.2.
TO:
MAYOR AND CITY COUNCIL
FROM:
SANDRA THACKERAY, CITY CLERK
DATE: AUGUST 16, 1993
SUBJECT: OFFICIAL CITY COUNCIL MINUTES
It was brought to my attention that questions have been raised
regarding the retention of City Council minutes on audio and
video tape.
The City of Elk River's Record Retention Schedule calls for the
audio tape of minutes to be kept for one year. This coincides
with the State of Minnesota Record Retention Schedule. The
State retention schedule gives the following explanation:
"Tapes may be reused or discarded 1 year after formal approval
of written minutes by City Council. Tape recordings cannot be
the permanent record."
The State currently does not have a time limit on video tapes,
however, it has been proposed that these tapes be reused after
three months. Also, I don't believe these forms of record are
considered archivable by the State Historical Society and,
~ therefore, would not be allowed as a permanent record.
It could become very costly if audio and video tapes were kept
for more than one year. For example, the City currently uses
approximately 1200 audio tapes per year. The tapes we use are
the least inexpensive we can find at $1.00 per tape. Needless
to say these are poor quality tapes and can only be reused
about one time. The better quality tapes would cost
approximately $2.50 per tape.
The Council should also be aware that many tapes are retained
longer than one year, if requested. If there is a particular
meeting that the Council would like to refer to in the future,
the City Clerk should be requested to "Save" the tape.
I would recommend that the Council not change the City's Record
Retention Schedule, but continue with the policy to save tapes
as requested.
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P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425