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County auditor reviews public-records statutes and proposes central contract repository
Summary
The county auditor led a statutory training on records retention and confidentiality (SD statutes 1-27 series) and proposed creating a publicly accessible webpage to host county contracts and agreements for transparency and easier retrieval.
County auditor led an overview of state public-records statutes (chapters in the SD codified statutes governing confidentiality, retention and format) and described how the county plans to centralize executed contracts and agreements on a public web page.
The auditor outlined statutory duties including maintaining contracts in original or searchable formats, retaining certain records permanently (minutes, tax journals) and the state board process that supervises destruction of records. She noted past practices that attached contracts to payment vouchers and proposed moving executed contracts to a dedicated online repository so staff and the public can access them before meetings.
The auditor said the records-retention work is time consuming and cited the need for clerical help; commissioners agreed this should be a work-in-progress and planned to revisit the topic at a later meeting.
What—s next: auditor will draft a webpage or database to host contracts and continue the records-retention project; commissioners agreed to pause statutory review in November to address other agenda priorities.
