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Uxbridge health office to scan records and move filing cabinets after board majority signals approval
Summary
Staff proposed scanning older records and relocating filing cabinets to school storage to free office space; the board agreed in principle, noting state retention schedules must be followed and that towns must obtain state sign‑off before destroying scanned originals.
Town staff told the Board of Health on June 18 that they plan to scan legacy files and move several filing cabinets to school storage to create usable office space.
Staff said the process would preserve active records locally and place older, scanned files in off‑site school storage; several board members endorsed the approach as a practical compromise. The health office noted that some files tied to litigation or other persistent legal matters would be retained and not destroyed.
Board members emphasized compliance with state record‑retention schedules and said the town must obtain proper sign‑off from the state before destroying scanned originals. Staff said they will complete the standard form and follow Secretary of State guidance and will retain scanned copies and required forms as evidence of compliance.
No formal vote was recorded to destroy records; staff said active septic and well files would remain available in the office and that the filing cabinets would be moved with several kept on site for active files. The plan includes consulting the town accountant and counsel as needed to confirm allowable uses of restricted funds referenced elsewhere in the meeting.
Provenance: records scanning and retention discussion is documented in SEG 2700–3060 of the transcript.
