Resolution - 2020 - 20-29 - Destruction Of Semi-Permanent Records - 12/08/2020RESOLUTION NO. 20-29
AUTHORIZING DESTRUCTION SEMI -PERMANENT OF 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 2019, the City Council did approve Resolution No. 19-
08 which sets forth a policy on keeping, storing and destroying of City records, proceedings and
documents; and
WHEREAS, Idaho Code 50-907(6)(c) states: "A record retained by the city in any faun 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)(d)(i) states: "Once a Semi -Permanent or Temporary record is
retained in a nonpaper medium as authorized by this section the original paper document shall be
considered a duplicate of the record and may be summarily disposed of or returned to the
sender". Semi -permanent records may be destroyed by Resolution of the City Council and
upon the advice of the City Attorney and shall list in detail records to 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 semi -permanent public records shall be destroyed by shredding under the
supervision of the City Clerk in accordance with Resolution No. 19-08 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.
Dated this 8th day of December 2020.
CITY O E-AOLE
1JA ION PIERCE
'M YOR
DTI "AC . &BORN
CITY ERK
K:\Clerks\Records\Semi-Permanent Records\2020\Res 20-29 Destruction of Semi Permanent Records.docx
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. 20-29 of the City of Eagle and that the same is in
accordance with Section 50-907 and 50-908, Idaho Code.
Dated this At day of .6' CQ1r-J V 2020.
1/c4' X/6-eff-FT
City Attorney
K:\Clerlcs\Records\Scmi-Permanent Records\2020\Res 20-29 Destruction of Semi Permanent Records.docx
DESTRUCTION
SEMI -PERMANENT RECORDS
RESOLUTION NO. 20-29
DOCUMENT NAME
2009-2010-2011-2012-2013-2014 WATER DEPARTMENT
1. Accounts Receivable
2. Shut offs- BDS Gilling information
3. Monthly billing register - Billing & usage summary, transaction
summary, rate table summary, billing checkout reports, utility
bill summary report, billing prescan report, billing status report
GL update summary
4. Aging reports steps check list
5. Meter readings
6. Service orders
7. Transaction registers
8. Meter reading exception reports
9. Monthly billing registers
10. Water fund investments
11. Deposit refunds
ALL DEPARTMENTS
12. 1991 - 2012 Miscellaneous - Duplicate City information
from MSBT Law
13. Miscellaneous Arts Commission Documents