Resolution - 2010 - 10-33 - Authorizing Destruction Of Temporary And Transitional Public Records - 12/14/2010
RESOLUTION NO. 10-33
AUTHORIZING DESTRUCTION OF
TEMPORARY & TRANSITIONAL PUBLIC RECORDS
WHEREAS, Idaho Code Section 50-907 and 50..908 provides that the City Council may
authorize the destruction of public records no longer required by law or for city business;
and
WHEREAS, On the lih day of February, 2002, the City Council did approve Resolution
No. 02-04 which sets forth a policy on keeping, storing and destroying of City records,
proceedings and documents; and
WHEREAS, The City Clerk of the City of Eagle, Idaho has requested that certain public
records be authorized for destruction in order to dispose of them; and
WHEREAS, "Temporary records" shall consist of the following and shall be retained for
not less than two (2) years, but in no event shall junancial records be destroyed until
completion of the City's financial audit;
(a) Building applications, plans, and specifications for
noncommercial and nongovernment projects after the
structure or project receives final inspection and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of
temporary nature by the city council.
WHEREAS, "Transitory records" consist of the following and shall be retained for a
period of one year;
1. Internal information record including telephone messages, appointment books,
calendars, office and travel schedules, memoranda and routing slips, used
solely to disseminate information or fiJr similar administrative purposes and
other records with very short-lived utility which may be destroyed when no
longer needed for the conduct of city business.
2. Correspondence not containing fiscal, legal or administrative value, including
letters of transmittal, invitations and cover letters.
3 . Working documents such as draft, worksheet, or posting record except
worksheets containing fiscal information (retain until no longer needed).
4. Log or schedule used of internal administrative purposes only.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, as follows:
1. That the following temporary and transitory public records shall be destroyed by
shredding under the supervision of the City Clerk in accordance with Resolution No. 02-
04 and Idaho Code 50-907 and 50-908:
"SEE ATTACHED DESTRUCTION SCHEDULE"
2. The administrative staff of the City, under the supervision of the City Clerk, is
authorized to take all necessary steps to carry out the authorization provided by this
Resolution.
K:\COUNCIL\Resolutions\draft resolutions\Resolulion 10-33 Destroy Temporary & Transitory Records.doc
Dated this~ay of December, 2010.
CI Y OF EAGLE
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J MES D. REYNOL
MA YOR
ATTEST:
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SHAR N K. BERGMANN
CITY CLERK/TREASURER
ATTORNEY CERTIFICATION
As city attorney for and legal advisor to the City of Eagle, Idaho, I hereby certify that I
have reviewed the foregoing Resolution No. 33 of the City of Eagle and that the same is
in accordance with Section 50-907 and 50-908, Idaho Code.
-lit
Dated this /1/ day of December, 2010.
_~k~
City Attorney
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