Hot Springs City Council to approve record destruction on July 1 meeting

The City of Hot Springs, Arkansas, held a Board of Directors agenda meeting on June 26, 2025, to discuss various action items scheduled for formal consideration at the upcoming meeting on July 1. The meeting commenced with a welcome to attendees and a brief overview of the agenda.

One of the primary topics addressed was Resolution R-25-130, which pertains to the destruction of certain city records. The city clerk reported that multiple city departments had submitted requests for record destruction, which had been verified and were ready for board authorization. Notably, some records included requests from the district court, which had already received approval from the quorum court for destruction in accordance with state and local laws.

The records slated for destruction are currently stored at the Arkansas School for Mathematics, Sciences, and the Arts (ASMSA). The city has scheduled shredding services with Rock Solid Shredding for two dates: July 11 and July 25. A board member will be required to volunteer to witness the shredding process and sign the necessary affidavit on both days.

The discussion also highlighted the importance of record retention regulations. The city clerk explained that records are categorized based on their required retention periods, which can range from three to ten years, or may be permanent. The board will receive a detailed spreadsheet outlining the box numbers, contents, and retention timelines for the records to be destroyed.

Directors raised questions regarding the nature of the records and the process of destruction. It was clarified that while some records are being destroyed due to age, others are duplicates of documents that have been digitized and stored electronically. The board confirmed that it is standard procedure to vote on the destruction of records that have specific retention requirements.

The meeting concluded with a reminder for board members to consider volunteering for the shredding days and a light-hearted exchange about refreshments for the next meeting. Overall, the session effectively outlined the upcoming actions regarding record management and compliance with legal requirements.