Resolution - 2015 - 15-02 - Authorizing Destruction Of Transitional Public Records - 01/27/2015 RESOLUTION NO. 15-02
AUTHORIZING DESTRUCTION OF
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 12th 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, "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 for 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 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:
Outdated Insurance Forms/Information— 1998-2009
Non-Related Job Resumes
Miscellaneous Correspondence not containing fiscal, legal or administrative value
Internal information record including telephone messages, appointment books, calendars,
office and travel schedules,memoranda and routing slips, used solely to disseminate
information or for 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.
Working documents such as draft,worksheet, or posting record except worksheets
containing fiscal information(retain until no longer needed).
Log or schedule used of internal administrative purposes only.
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.
Dated this,.,?7 day of January, 2015.
ITY OF EAGL- $0„,,unh,ii
AMES D. RE •' DS r �a
MAYOR = *S �.� It'
ATTEST: ,S E A L
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SHARON K. BERGMANN '•••eu ooso
CITY CLERK/TREASURER
K:\COUNCIL\Resolutions\draft resolutions\Res 15-02 Destroy Transitory Records.doc