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Bartlett adopts records-management plan and electronic preservation policy citing state statute
Summary
The board adopted a records-management plan and the MTAS retention schedule, and approved electronic preservation and disposal of paper records under Tennessee Code Annotated §10-7-702; officials discussed historical society access to originals and noted electronic copies serve as originals under state law.
The Bartlett Board of Mayor and Aldermen adopted a citywide records-management plan, a records-management manual and the Municipal Technical Advisory Service (MTAS) records retention schedules, and separately authorized photographic/electronic preservation and subsequent disposal of permanent paper records in line with state law.
City Attorney Ed McKinney and staff praised the city clerk for leading the initiative. McKinney said the MTAS retention schedules standardize how long departments must keep particular records and make it practicable to convert paper files to electronic format. He cited Tennessee Code Annotated §10-7-702 as the statutory authority allowing electronic copies to serve the same purpose as originals.
Alderman McQueen (speaker 8) asked whether the Bartlett Historical Society could retain some originals; McKinney said the plan does not itself prevent archival arrangements and that the state treats electronic copies as serving the same legal purpose as originals once properly created. The board voted 7–0 to adopt the plan and to authorize the photographic/electronic preservation resolution.
What’s next: Departments will designate records coordinators, the city clerk will act as records officer, and staff will begin digitization and routine disposal of paper records under the adopted retention schedules.
