24-070 Adopting the Minnesota General Records Retention Schedule for the City of ShorewoodCITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
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A RESOLUTION ADOPTING THE MINNESOTA GENERAL
RECORDS RETENTION SCHEDULE FOR THE CITY OF SHOREWOOD
WHEREAS, the City of Shorewood has a long history of complying with the General Records
Retention Schedule developed by the Minnesota State Department of Administration,
Information Policy Analysis Division, and the Minnesota Historical Society; and
WHEREAS, the General Records Retention Schedule establishes minimum retention periods for
city records based on their administrative, fiscal, legal, and historical value; and
WHEREAS, the City Clerk is responsible for developing and implementing policies governing the
retention and disposal of the city's records; and
WHEREAS, the city is opting to adopt electronic files as a substitute for original hard copies as
the official version of record retention for the City of Shorewood; and
WHEREAS, Minnesota State Statute §138.17 and §325L.17 permit retaining electronic records
substituted for the original records as a permanent record retention method.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA:
Section 1) That the City Council of the City of Shorewood adopts electronic files as a substitute
for original hard copy records as the official version of permanent record attention and has
updated the City's Records Retention Policy to reflect such that photographs or other
reproductions of original documents shall be deemed originals.
Section 2) The City Council of the City of Shorewood affirms its commitment to use the
"General Records Retention Schedule for Minnesota Cities" as its records retention procedure
and that existing records may be disposed of by destruction, sale, or salvage.
CITY OF SHOREWOOD
RECORDS RETENTION POLICY
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This policy will ensure necessary records and documents are adequately
protected and maintained. This policy will ensure records that no longer need to
be maintained or records of no value are discarded at the appropriate time.
Minnesota State Statutes sections §138.17 and §325L.17 permit retaining
electronic records substituted for the original records as a permanent record
retention method.
STATEMENT OF POLICY:
The City of Shorewood adopts the General Records Retention Schedule developed
by the Minnesota State Department of Administration, Information Policy
Analysis Division, and the Minnesota Historical Society. The City of Shorewood
adopts electronic files as a substitute for original hard copy records as the official
version of the record retention for the City of Shorewood. This Schedule
establishes minimum retention periods for city records based on their
administrative, fiscal, legal and historic value.
RESPONSIBILITIES:
A) City Clerk: The City Clerk is responsible for developing and implementing
policies governing the retention and disposal of the City's records.
B) City Departments: Departments that maintain city records are
responsible for establishing appropriate records management procedures
and practices. Each department will be responsible for periodically
reviewing currently used records and forms to determine their
appropriateness for their department's requirements. Each department
will retain and destroy records in compliance with the General Records
Retention Policy and this Policy.
DISPOSAL AND DESTRCUTION OF RECORDS:
Upon determination and consistency with the City's General Records Retention
Schedule it is appropriate to dispose of records in one of the following ways:
• Recycle non -confidential paper records
• Shred or otherwise render unreadable confidential paper records
• Erase or destroy electronically stored data
A written destruction log must be provided to the City Clerk for all records
disposed of that pertain to the Retention Schedule.
POLICY EFFECTIVE DATE: August 26, 2024 (Resolution 24-070)