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FY2023-03 Records Retention2 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 Introduced by: Mayor and Assembly Drafted by: Borough Deputy Clerk Introduced on: 06/02/2022 Adopted on:06/02/2022 KODIAK ISLAND BOROUGH RESOLUTION NO. FY2023-03 A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING THE KODIAK ISLAND BOROUGH RECORDS RETENTION SCHEDULE AND CENTRAL FILING SYSTEM TO REFLECT REESTABLISHMENT OF BOROUGH CLERK RECORDS SERIES WHEREAS, Kodiak Island Borough Code 2.40.120 provides for a records management program creation and administration and approval of the records retention schedule by resolution; and WHEREAS, staff determined the need to revise the current retention schedule to comply with and consider recent and existing laws and regulations, reflect industry best practices, update cross referenced Borough Code sections, and to meet the present needs of the Borough Clerks office; and WHEREAS, the revisions to the current retention schedule for Borough records set out in this resolution is limited to those in the Clerk's Office category, and the remaining categories of records will keep the same retention schedule previously approved until changed by a future resolution; and WHEREAS, the Borough Deputy Clerk, serving as the records administrator, consulted with the Clerk and the Borough Attorney to finalize the proposed amendments to the Borough Clerk records series. NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH that the Borough Assembly adopts Exhibit "A" which reflects revisions to the Borough Clerk records series. The records retention schedules for all other categories of records remain the same as amended and approved by Resolution FY 2018-26. ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS SECOND DAY OF JUNE, 2022 KODIAK ISLAN BOROUGH I I Wil iam Roberts, Mayor VOTES: Ayes: Delgado, Griffin, Smiley, Smith, Turner, Arndt Absent: Williams Kodiak Island Borough, Alaska ATT ST: Nova M. Javier, Interim B rough Clerk Resolution No. FY2023-03 Page 1 of 1 EXHIBIT, BOROUGH CLERK - CL SERIES RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS CL -01 BOROUGH CLERK'S OFFICE- GENERAL CORRESPONDENCE ONSITE: 3 YEARS ELECTRONIC Delete FY folders located in CL -01 after 3 years. Mayor, Assembly, and Clerk's office incoming and outgoing TOTAL: 3 YEARS Review at the beginning of each fiscal year for correspondence of a general nature. disposal. CL -02 GENERAL APPEALS ONSITE: 1 MONTH PAPER Retention period starts after findings of fact are Records related to appeals submitted to the Borough Assembly on TOTAL: 1 MONTH adopted. Print paper copies of agenda item and issues other than land use concerns and permits, i.e., Building transfer file to Com/Dev. for permanent retention Code Board of Appeals to the Assembly. after 1 month. CL -03 LAND USE APPEALS ONSITE: 1 MONTH PAPER Retention period starts after findings of fact are Appeals from approvals, denials, or conditions of land use permits TOTAL: 1 MONTH adopted. Print paper copies of agenda item and i.e., variances, use permits, zoning issues, subdivisions, etc., i.e., transfer file to Com/Dev. for permanent retention Appeals to the Assembly/Board of Adjustment. after 1 month. CL -04 BOROUGH ASSEMBLY MEETING MINUTES ONSITE: PERMANENT ELECTRONIC Laserfiche Regular and special meeting minutes held by the Assembly. TOTAL: PERMANENT PAPER Vital Records Historical originals are available in binders in fire safe cabinets. CL -05 ASSEMBLY MEETING PACKETS Regular meeting, special meeting, work session, and joint work session packets containing backup correspondence and reports Extract packet from Icompass and retain distributed to assembly members at assembly meetings. Includes TOTAL: PERMANENT ELECTRONIC permanently in appropriate LF/Agenda Packet agendas, roll call sheets, sign -in sheets, public hearing folder documentation, and guidelines. CL -06 ASSEMBLY MEETING AUDIO AND VIDEO RECORDINGS ONSITE: 5 YEARS ELECTRONIC Retain until audio/video format is rendered Audio and video recordings of Assembly meetings used to prepare CENTER: 0 obsolete or until there is no longer a software to written minutes only. The minutes will serve as the official record TOTAL: 5 YEARS support the audio or video file. for meetings. CL -07 BOARD OF EQUALIZATION APPEALS ONSITE: 1 MONTH ELECTRONIC After one (1) month of certification of BOE Board of Equalization appeal packets, dockets, other appeal TOTAL: 1 MONTH PAPER actions, transfer paper files to Assessing for hearing materials, and determinations. permanent retention. EXHIBIT A CL -08 BOARDS, COMMITTEES, AND COMMISSIONS ROSTERS ONSITE: PERMANENT PAPER Historical Rosters of boards, committees, and commissions (including Ad- TOTAL: PERMANENT After each update, print, and file in Hoc) members' contact information, updated per appointment, and corresponding black binder located in Deputy kept in the black binders in Deputy Clerk's office. Clerk's office for permanent retention. CL -09 CONTRACTS ONSITE: ACTIVE PAPER Originals remain with corresponding department Records related to obligations under contracts, leases, and other CENTER: 0 while active. agreements between the Borough and outside parties, successful TOTAL: END OF ELECTRONIC Scan into Laserfiche bids, and proposals. CONTRACT +4 YEARS Vital record Each department maintains the file while the contract is active. FOR PROCUREMENTS. Retention begins after contract completion date At the end of the contract term, retain for another 15 years in + 11 YEARS IF IT +4 years for procurements and + 11 years if it Laserfiche. INVOLVES REAL involves real property. PROPERTY. CL -10 ORDINANCES ONSITE: PERMANENT ELECTRONIC Laserfiche Ordinances adopted/amended/failed by the Borough Assembly. TOTAL: PERMANENT PAPER Vital Records SEE CL1Utility-Indexes folder for permanent tracking of Assembly Historical originals are available in binders in fire ordinances. safe cabinets. CL -11 RESOLUTIONS ONSITE: PERMANENT ELECTRONIC Laserfiche Resolutions adopted/amended/failed by the Borough Assembly. TOTAL: PERMANENT PAPER Vital Records SEE CL1Utility-Indexes folder for permanent tracking of Assembly Historical originals are available in binders in fire resolutions. safe cabinets. CL -12 OATHS OF OFFICE ONSITE: 3 YEARS PAPER After document has been signed per Oaths of office for elected and appointed municipal officials. TOTAL: 3 YEARS FROM appointment, Print and file in red corresponding END OF THE TERM OF binders located in Deputy Clerk's office. Review OFFICE. at the beginning of each calendar year for disposal. CL -13 BOROUGH CODE ONSITE: 0 ELECTRONIC Laserfiche Code, replaced pages, and supplements. TOTAL: PERMANENT Vital Record CL -14 PUBLICATIONS AND ADVERTISING TOTAL: 10 YEARS ELECTRONIC Delete FY folders after 10 years in CL- 14 and Publications of meetings, public hearings, and other related Utility -social media. Review at the beginning of Assembly business advertised in the "Borough News Page" and each fiscal year for disposal. local newspaper. May contain copies of affidavits of publications, electronic flyers, radio psa documents, and social media posts. CL -15 LEGAL OPINIONS TOTAL: PERMANENT ELECTRONIC Legal requests and final attorney responses Official interpretations or legal opinions from Borough Attorney. must be retained in Laserfiche. (I.E. pdf version SEE CL1Utility-Indexes-Legal Opinions. of email correspondence, memos, or other legal Each department maintains their own files permanently. interpretations and opinion) Log of Legal opinions must be permanently retained in CL1Utilit -Indexes-Le al Opinions. CL -16 STATE LICENSES, LIQUOR AND MARIJUANA TOTAL: 1 YEAR ELECTRONIC Electronic Liquor license and marijuana applications and back-up information. Keep each liquor or marijuana This series documents the processing of liquor and marijuana new/renewal/transfer license applications as licenses in cooperation with the Alcohol and Marijuana Control well as correspondence in CL -16 folder and Office. delete after 1 year of protest/non-protest email has been sent to AMCO. Note: The documentation for borough licensing of marijuana businesses are filed in the Finance Department. CL -17 PLAT/STATE RECORDER INFORMATION LOG TOTAL: PERMANENT ELECTRONIC Retain supporting documentation in CL -17. Plat log details, property owner, plat location, date filed, and plat Delete electronic back-up documentation after no. assigned by State Recorder's office. Also includes one (1) year. Plat index needs to be kept miscellaneous documentation recorded by the State. permanently. SEE CL1Utility-Indexes folder for permanent tracking of Assembly actions CL -18 BOROUGH RECORDS DISPOSAL REPORTS TOTAL: PERMANENT ELECTRONIC Once report is complete, add to corresponding Reports to the Borough Assembly detailing a description of all agenda packet folder and save in Laserfiche records that are scheduled to be disposed of and obsolete records permanently. disposed of during the preceding year.