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Staff to bring records-retention schedule to council in August
Summary
Staff said they will present a records-retention schedule in August using the MTAS guide as the template; the schedule would standardize retention periods, automate destruction where appropriate, and preserve permanent records such as ordinances and resolutions.
City staff told council they plan to present a records-retention schedule for formal adoption in August that would standardize how long different types of municipal records are kept and enable future records-management automation.
The presenter said the MTAS guide (Municipal Technical Advisory Service) will be the primary template and that some categories — such as ordinances and resolutions — remain permanent records. The schedule will specify retention periods for other records (for example, certain contracts and permits) and include policy language for staff to retain historically valuable documents beyond minimum retention where appropriate.
The presenter said formal adoption of the schedule would allow the city to automate retention and approved destruction of records that have passed their retention period, freeing staff time and storage.
Council members asked about categories such as construction drawings and school-billing records; staff said permanent-record classifications would remain and that the schedule can be adjusted as needed.
