Commission adopts Minnehaha County records management program

The Minnehaha County Commission approved a resolution adopting a county records management program that formalizes retention and destruction schedules tailored for county departments including highway, human services, the auditor and human resources.

Tom Greco, commission administrative officer, described the document as "several years in the making" and said the policy "formally adopts particular retention and destruction schedules" and tailors state templates for Minnehaha County's use. Greco said the manual places responsibility on departments to manage records internally while adding checks and balances and an accountability mechanism to dispose of records that have met their retention period.

Greco thanked county staff and the state's attorney's office for their work on the document and asked Leah Anderson of the auditor's office to comment. Anderson said, "My only I I just wanted to thank, specifically, Kim and Renee in my office. They put a lot of time into this, and this started even before I came here."

A commissioner asked who will keep the manual current; Greco replied changes will be processed through the auditor's office and brought to the commission as needed. Commissioners moved, seconded and approved the resolution by roll call.

The records manual was described as 64-plus pages and includes county-wide and department-specific schedules. The resolution gives departments authority and guidance to manage records and the auditor's office responsibility to receive and coordinate change requests for commission review.