Resolution - 2020 - 20-17 - Destruction Of Permanent Records - 10/13/2020RESOLUTION NO. 20-17
AUTHORIZING DESTRUCTION OF PERMANENT PUBLIC RECORDS
WHEREAS, Idaho Code 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 12th day of February 2020, the City Council did approve Resolution No. 19-
08 which Records Retention Policy listing various types of city records and the retention period
for each type of record; and
WHEREAS, Idaho Code 50-907(6)(c) states: "A record retained by the city in any form or
medium permitted under this section shall be deemed an original public record for all purposes".
The City of Eagle uses Laserfiche for its records repository); and
WHEREAS, Idaho Code 50-907(6)(e)(i) states: "Once a permanent record is retained in a
nonpaper medium as authorized by this section the original paper document shall be considered a
copy of the record and may be destroyed after compliance with the provisions of this
subparagraph. Prior to destruction of original paper documents, the City Clerk will provide
written notice, either by electronic or physical delivery, including a detailed list of the documents
proposed for destruction to the Idaho State Historical Society. The Idaho State Historical
Society will have thirty (30) days after receipt of the notice to review the list and respond in
writing, either by electronic or physical delivery, to the City Clerk identifying any documents
that will be requested to be transferred from the City to Idaho State Historical Society for
retention in the permanent records repository. Any documents that will not be transferred for
retention in the permanent records repository may be destroyed. If the City Clerk receives no
written response within thirty (30) days after the notice was received by the Idaho State
Historical Society, then the records proposed for destruction may be destroyed"; and
WHEREAS, Idaho Code 50-908(1) states: "The city clerk shall serve as the municipal records
manager in each city". The City Clerk of the City of Eagle, Idaho is requesting that certain
public records be authorized for destruction in order to dispose of them.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle, Idaho, as
follows:
1. That the following permanent shall be destroyed by shredding under the supervision of the
City Clerk in accordance with Resolution No. 20-17 and Idaho Code 50-907 and 50-908:
SEE ATTACHED 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:ICOUNCIL1Resolutionsldraft resolutions\Reso 20-17 Destruction of Permanent Records.doc
Dated this 13`h day of October 2020.
CI(TY OF E
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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. 20-17 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908, Idaho Code.
Dated this J L/ day of October 2020.
/C* Ktifr
City Attorney
K:ICOUNCIL\Resolutions\draft resolutions\Reso 20-17 Destruction of Permanent Records.doc
RECORDS FOR DESTRUCTION
RESOLUTION 20-17
PERMANENT RECORDS
1. Minutes & Agendas of Eagle Historic Society 97-2006 (in Laserfiche)
2. By -Laws — Application for Recognition of Exemption (501)(c)(3)
K:ICOUNCIL\Resolutions\draft resolutions\Reso 20-17 Destruction of Permanent Records.doc