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Moraine records commission approves updates to RC‑2 and RC‑3 retention schedules
Summary
The Moraine Records Commission voted to approve revisions to the city’s RC‑2 and RC‑3 retention schedules, adding electronic media designations to RC‑2, adjusting two HR retention periods and recording personnel-file destructions for 2024.
The Moraine Records Commission voted to approve revisions to the city’s records retention schedules RC‑2 and RC‑3 and to accept the 2024 personnel-file destruction list.
The changes approved by the commission add “electronic” as an identified media type in RC‑2 and revise HR retention periods: HR‑9 was changed to five years and HR‑10 to nine years (both previously listed at three years). Commissioners also approved adding paper as a media type to HR‑10, which had been listed as electronic only. The RC‑3 submission documents the commission’s personnel-file destructions for 2024 and records differing retention lengths for full‑time, part‑time and seasonal employees.
Kim Wallace, who presented the RC‑2 and RC‑3 revisions, said the RC‑2 update was necessary because the city now uses Laserfiche for electronic records storage. “We added electronic to the media type, because everything was paper and now we’re going to electronic because we have Laserfiche,” Wallace said. She told the commission that HR‑9 and HR‑10 had been adjusted in consultation with Britney (last name not specified) and that HR‑10 can exist in paper form in some cases.
On RC‑3, Wallace described the item before the commission as the annual cleanup of archived personnel files. “Full time is 20 years, part time is 10 years, and seasonal is 5,” she said, noting that the RC‑3 includes a list of who was destroyed so staff can answer inquiries about whether a specific file was removed.
Commission discussion focused on administrative process rather than policy substance. Commissioners asked that the RC‑2 change be routed through the normal signing process and confirmed that RC‑3 pages missing from the original packet had been reprinted and distributed.
Votes at a glance: The commission approved the RC‑2 revision and the RC‑3 destruction record in separate motions and also approved the earlier motion to accept the meeting minutes from the commission’s January 14, 2025 meeting.
