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FY2023-03E Amending Various Sections Of The Kodiak Island Borough Records Retention Schedule And Central Filing System To Reflect Amendments To The Borough Clerk’s Office, The Manager’s Office, And The Personnel Management Series1 2 3 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 48 49 KODIAK ISLAND BOROUGH RESOLUTION NO. FY2023-03E A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING VARIOUS SECTIONS OF THE KODIAK ISLAND BOROUGH RECORDS RETENTION SCHEDULE AND CENTRAL FILING SYSTEM TO REFLECT AMENDMENTS TO THE BOROUGH CLERK'S OFFICE, THE MANAGER'S OFFICE, AND THE PERSONNEL MANAGEMENT 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, and to meet the present needs of the Borough; and WHEREAS, the Borough Deputy Clerk, serving as the records administrator, consulted with the Borough Manager, Borough Manager's Special Projects Support Representative, Borough Clerk, and the Borough Attorney to finalize the proposed amendments to various department records series; and WHEREAS, the Clerk's Office have recognized further types of records that may be preserved solely in electronic format; thereby, improving searchability, accessibility, and usefulness, while also removing the redundancy, expenses, and inefficiencies associated with the maintenance and storage of paper copies; and WHEREAS, the Assembly recognizes the importance and value of attorney's opinions as a resource for the Borough, but finds the term "legal opinions" to be unnecessarily restrictive; and WHEREAS, the revision replaces the term "legal opinions" with "Borough Attorney Subject Files" and "Litigation Case Files," allowing department directors to determine the value of such documents, conduct annual reviews for archival worth, and ensure appropriate preservation in Laserfiche to prevent loss due to staff transitions or electronic file deletions; and WHEREAS, the Assembly finds that it is in the best interest of the Kodiak Island Borough to amend the Record Retention Schedule to reflect changes in the Borough Clerk, Manager's Office, and Personnel Management records series. NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH that the Borough Assembly adopts and incorporates Exhibits "A, B, and C" which reflect revisions to the Borough Clerk's Office, Manager's Office, and Personnel Management records series. The remainder of the Borough Records Retention Schedule remains unchanged. ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS TWENTY FIRST DAY OF AUGUST, 2025 Resolution No. FY2023-03E Page 1 of 2 50 51 52 53 54 55 56 57 58 KODIAK ISLAND BOROUGH ATTEST: -Scott Arndt, Borough Mayor Nova M. Javier, M%4C, Borough Clerk VOTES: Ayes: Sharratt, Smiley, Whiteside, Ames, Griffin, Johnson, and LeDoux Noes: None Resolution No. FY2023-03E Page 2 of 2 EXHIBIT A Kodiak Island Borough Records Retention Schedule (RRS) BOROUGH CLERK- CL SERIES NO. RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS CL -01 MAYOR AND ASSEMBLY- GENERAL CORRESPONDENCE TOTAL: 3 YEARS ELECTRONIC Clerk's Drive Mayor, and Assembly incoming and outgoing correspondence of a general ONLY nature. Review at the beginning of each fiscal year and add to disposal report before deleting. Delete Calendar Year (CY) folders after 3 years. CL -02 GENERAL APPEALS ONSITE: 1 MONTH PAPER Retention period starts after findings of Records related to appeals submitted to the Borough Assembly, including but CENTER: 0 fact are adopted. not limited to: TOTAL: 1 MONTH • Appeals from the Building Code Board of Appeals to the Assembly Print paper copies of agenda items and • Appeals to the Assembly acting as the Board of Equalization transfer file to the appropriate • Appeals of approvals, denials, or conditions of land use permits, such as department after 1 month. variances, use permits, zoning issues, and subdivisions • Appeals to the Assembly sitting as the Board of Adjustment CL -03 LAND USE APPEALS Repealed by R2023 -03E. Incorporated in CL -02. CL -04 BOROUGH ASSEMBLY MEETING MINUTES TOTAL: PERMANENT ELECTRONIC Laserfiche Regular and special meeting minutes held by the Assembly. ONLY Historical originals up to FY2025 are available in binders in fire safe cabinets. Vital Records CL -05 ASSEMBLY MEETING PACKETS TOTAL: PERMANENT ELECTRONIC Laserfiche Regular meeting, special meeting, work session, and joint work session ONLY packets containing backup correspondence and reports distributed to assembly members. Includes final agenda packet extracted from (Compass, roll call sheets, citizen comments sign -in sheets, public hearing documentation, Managers report, newsletter, and any other pertinent documents. CL -06 ASSEMBLY MEETING AUDIO AND VIDEO RECORDINGS TOTAL: 5 YEARS ELECTRONIC Retain until audio/video format is Audio and video recordings of Assembly meetings used to prepare written ONLY rendered obsolete or until there is no minutes only. The minutes will serve as the official record for meetings. 11 2 longer a software to support the audio or video file. CL -07 BOARD OF EQUALIZATION APPEALS ONSITE: 1 MONTH PAPER After one (1) month of certification of Board of Equalization appeal packets, dockets, other appeal hearing CENTER: 0 BOE actions, transfer paper files to materials, and determinations. TOTAL: 1 MONTH Assessing department. CL -08 BOARDS, COMMITTEES, AND COMMISSIONS ROSTERS TOTAL: PERMANENT PAPER After each update, print, and file in Rosters of boards, committees, and commissions (including Ad -Hoc) corresponding black binder located in members' contact information, updated per appointment, and kept in the black Deputy Clerk's office for permanent binders in Deputy Clerk's office. retention. Historical. CL -09 CONTRACTS ONSITE: ACTIVE PAPER Originals remain with corresponding Records related to obligations under contracts, leases, and other agreements CENTER: 0 department while active. Copies are between the Borough and outside parties, successful bids, and proposals. TOTAL: ELECTRONIC scanned and stored in Laserfiche. AT EXPIRATION OR Active records are kept by the corresponding department. ONCE PROCURED Apply retention (plus 4 years) once • IF REAL contract or agreement expires, or once PROPERTY IS product is procured. INVOLVED + 25 YEARS. Apply retention (plus 25 years) for • ALL OTHERS +4 agreements that involve real property. YEARS CL -10 ASSEMBLY ORDINANCES TOTAL: PERMANENT ELECTRONIC Laserfiche Ordinances adopted/amended/failed by the Borough Assembly. ONLY Historical originals up to FY2025 are SEE Clerks Drive Ordinance Index folder for permanent tracking . available in binders in fire safe cabinets. Vital Records CL -11 ASSEMBLY RESOLUTIONS TOTAL: PERMANENT ELECTRONIC Laserfiche Resolutions adopted/amended/failed by the Borough Assembly. ONLY Historical originals up to FY2025 are SEE Clerks Drive Resolution Index folder for permanent tracking . available in binders in fire safe cabinets Vital Records CL -12 OATHS OF OFFICE ONSITE: 3 YEARS PAPER After document has been signed per Oaths of office for elected and appointed municipal officials for the different CENTER: 0 appointment, print, and file in red boards, committees, and commissions. corresponding binders located in Deputy Clerk's office. 2 TOTAL: 3 YEARS FROM END OF THE Review at the beginning of each TERM OF OFFICE calendar year and add to disposal report. CL -13 BOROUGH CODE TOTAL: PERMANENT ELECTRONIC Laserfiche Code, replaced pages, and supplements. ONLY Vital Record CL -14 PUBLICATIONS AND ADVERTISING TOTAL: 10 YEARS ELECTRONIC Review at the beginning of each fiscal Publications of meetings, public hearings, and other related Assembly ONLY year for disposal. business advertised in the "Borough News Page" and local newspaper. May contain copies of affidavits of publications, electronic flyers, radio psa Delete FY folders after 10 years in documents, and social media posts. corresponding Clerk's Drive folder and Utility -Social Media folder. CL -15 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR PAPER Review for potential archival value on a This includes documentation of both official and informal stances on legal UNTIL POTENTIAL AND/OR yearly basis. Once, archival value is matters that impact departments or local governing bodies. It may encompass ARCHIVAL VALUE IS ELECTRONIC determined, retain also in Laserfiche in information and correspondence related to ordinances, projects, issues, as ESTABLISHED addition to the Department's drive. well as legal requests and interpretations, all of which serve as a convenient CENTER: NO reference for the department. Advice has archival value if it provides CONFIDENTIAL interpretation of the Borough Code or provides advice on the law or procedure for the conduct of a type of borough business which may be repeated. CL -16 ALCOHOL AND MARIJUANA CONTROL OFFICE (AMCO) — LIQUOR AND TOTAL: 5 YEARS ELECTRONIC Keep each liquor or marijuana MARIJUANA APPLICATIONS AND SUPPORTING DOCUMENTATION ONLY new/renewal/transfer license application This series documents the processing of liquor and marijuana licenses, as well as correspondence in Clerks permits, and endorsements in cooperation with the Alcohol and Marijuana Drive corresponding folder and delete Control Office (AMCO). It includes new establishment applications and after 5 years of protest/non-protest has associated supporting materials. been sent to AMCO. Note: The documentation for borough licensing of marijuana businesses is filed in the Finance Department. CL -17 PLATISTATE RECORDER INFORMATION LOG TOTAL: PERMANENT ELECTRONIC Retain supporting documentation in Plat log details, property owner, plat location, date filed, and plat no. assigned ONLY Clerks Drive corresponding folder. by State Recorder's office. Also includes miscellaneous documentation Delete electronic back-up recorded by the State. documentation after one (1) year. SEE Clerks Drive Indexes folder for permanent tracking. Plat index needs to be kept permanently. CL -18 BOROUGH RECORDS DISPOSAL REPORTS TOTAL: PERMANENT ELECTRONIC Laserfiche Reports presented to the Borough Assembly under "Informational Materials" ONLY detailing a description of all records that are scheduled to be disposed of, and obsolete records disposed of during the preceding year. CL -19 BOARDS, COMMITTEES, AND COMMISSIONS MINUTES TOTAL: PERMANENT ELECTRONIC Laserfiche (Including AD-HOC) ONLY Regular and special meeting minutes held by boards, committees, and Vital Records commissions of the Borough. Includes all service area boards. Originals up to FY2025 kept in white Each department is responsible for providing signed copies to Clerk's office binders located in Deputy Clerk's office. for permanent retention in Laserfiche. CL -20 BOARDS, COMMITTEES, COMMISSIONS, AND WORK GROUP TOTAL: 5 YEARS ELECTRONIC Retain until audio/video format is AUDIOIVIDEO (Including AD-HOC) ONLY rendered obsolete or until there is no Recordings of work sessions, regular, and special meetings held by boards, longer software to support the audio or committees, and commissions of the Borough. video file. Retained by corresponding staffing department. CL -21 INCORPORATION FILES TOTAL: PERMANENT ELECTRONIC Laserfiche Documents incorporation file sets not found elsewhere on this schedule. May ONLY include information related to investigations, decisions, municipal logo, and official municipal seal. CL -22 LITIGATION CASE FILES ONSITE: ACTIVE PAPER Retention period starts after case is Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS AND/OR closed. government or against the local government. Includes work papers, copies of TOTAL: ACTIVE + 10 ELECTRONIC court documents, and correspondence. YEARS CONFIDENTIAL 0 EXHIBIT B MANAGfR-3S OFFICE - MG On October 19, 1998, the Borough switched from a strong mayor to a manager form of government. Pre -1998 records (OM series) should be retained. Post -transition, mayor records were filed under the MA series, later renamed MG. SERIES RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS MG -01 MANAGER'S ADMINISTRATIVE FILES (DEPARTMENTAL AND FUNCTIONAL) ONSITE: 2 YEARS PAPER Correspondence, reports, and information related to the functional departments of the Borough CENTER: 8 YEARS and which document events, projects, activities, and issues. Potential historical value. TOTAL: 10 YEARS ELECTRONIC Manager's Drive. MG -02 CONTRACTS AND BIDS ONSITE: ACTIVE PAPER Scan copy and send to Original copies of contracts and bids related to grants, leases, facilities purchases, etc. does not CENTER: 0 Clerk's office to store include purchase orders. TOTAL: ELECTRONIC in Laserfiche. AT EXPIRATION OR ONCE PROCURED Keep originals while • IF REAL active. PROPERTY IS INVOLVED + 25 Apply retention (plus 4 YEARS. years) once contract or • ALL OTHERS +4 agreement expires, or YEARS once product is procured. Apply retention (plus 25 years) for agreements that involve real property. MG -03 GRANT PROJECT FILES Refer to disposition in Project files related to the administration of Federal and State grants. Consolidated these files with Finance Series. Finance Dept. Retention starts with project completion. Repealed by R2023 -03E. Incorporated in Finance Series. MG -04 LITIGATION CASE FILES ONSITE: ACTIVE PAPER AND/OR Retention period starts Documents civil actions by or against the Borough. Includes work papers, copies of court CENTER: 10 YEARS ELECTRONIC after case is closed. documents, and correspondence. Retention period starts after case is closed. Documents civil and TOTAL: ACTIVE + 10 YEARS CONFIDENTIAL 1 EXHIBIT B 2 criminal actions and other appeals filed by the local government or against the local government. Includes work papers, copies of court documents, and correspondence. MG -05 MINUTES OF ADVISORY BOARDS AND COMMISSION MEETINGS ONSITE: 2 YEARS PAPER Meeting minutes. CENTER: NO TOTAL: PERMANENT ELECTRONIC Laserfiche Provide printed and signed copies to Clerk's office for permanent retention in Laserfiche. MG -06 PERSONNEL ADMINISTRATION Repealed by R2023 -03E. Incorporated in Personnel Management series. MG -07 EMPLOYMENT APPLICATIONS Repealed by R2023 -03E. Incorporated in Personnel Management series. MG -08 PERSONNEL ADVISORY BOARD ADMINISTRATION FILES Repealed by R2023 -03E. MG -09 PERSONNEL JACKETS Repealed by R2023 -03E. Incorporated in Personnel Management series. MG -10 VEHICLE MAINTENANCE RECORDS Repealed by R2023 -03E. Incorporated in Engineering and Facilities series. MG -11 LEGAL ADMINISTRATION FILES ONSITE: ACTIVE OR PAPER AND/OR Review for potential Correspondence and reports related to the legal review of Borough functions such as bond issues, UNTIL POTENTIAL ELECTRONIC archival value on a insurance, ordinances, contracts, grants, and claims for damages, etc. This includes ARCHIVAL VALUE IS yearly basis. Once, documentation of both official and informal stances on legal matters that impact departments or ESTABLISHED archival value is local governing bodies. It may encompass information and correspondence related to ordinances, CENTER: NO determined, retain also projects, issues, as well as legal requests and interpretations, all of which serve as a convenient in Laserfiche in reference for the department. Advice has archival value if it provides interpretation of the Borough addition to the Code or provides advice on the law or procedure for the conduct of a type of borough business Department's drive. which may be repeated. Added/amended by R1995-01 E. CONFIDENTIAL MG -12 PUBLIC RELATIONS RECORDS ONSITE: 2 YEARS PAPER Speeches, press releases, and clippings. CENTER: 5 YEARS Added/amended by R1995-01 E. TOTAL: 7 YEARS ELECTRONIC Manager's Drive. MG -13 DELEGATIONS OF AUTHORITY Repealed by R2023 -03E. MG -14 MANAGERS ANNUAL REPORT Repealed by R2023 -03E. 2 EXHIBIT B MG -15 EMERGENCY SERVICES PLAN Repealed by R2023 -03E. MG -16 MANAGERS READING FILES ONSITE: 2 YEARS PAPER Copies of outgoing letters and memoranda arranged by date. CENTER: 8 YEARS Potential historical value. TOTAL: 10 YEARS ELECTRONIC Manager's Drive. Added/amended by R1995-01 E. MG -17 CAPITAL IMPROVEMENT PROJECTS Repealed by R2023 -03E. Incorporated in MG -18 NONPROFIT ORGANIZATION FILES ONSITE: 1 YEAR PAPER Files related to the administration of Borough appropriations to local Non-profit organizations. CENTER: 6 YEARS Retention period starts after completion. TOTAL: 7 YEARS ELECTRONIC Manager's Drive. Added/amended by R1995-01 E. EXHIBIT PERSONNEL MANAGEMENT - PE SERIES RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS PE -01 PERSONNEL ADMINISTRATION — RECRUITMENT AND SELECTION RECORDS ONSITE: 3 YEARS PAPER CONFIDENTIAL Records related to the recruitment and selection of Borough personnel, including: CENTER: NO • Employment applications from applicants not selected TOTAL: 3 YEARS • Recruitment bulletins and affidavits of publication • Test and examination materials (written or oral), including answer keys • Master copies or samples of tests used in the selection process • Lists of eligible or qualified candidates, including interview notes and summaries • Documents related to recruitment testing, labor relations, and affirmative action compliance PE -02 EMPLOYMENT APPLICATIONS Repealed by R2023 -03E. Incorporated in PE -01. PE -03 PERSONNEL ADVISORY BOARD ONSITE: 2 YEARS Rosters, copies of minutes and agenda packets CENTER: 13 YEARS Original minutes are retained by Borough Clerk's Office. TOTAL: 15 YEARS PE -04 PERSONNEL JACKETS ONSITE: PAPER CONFIDENTIAL Employment history of each Borough employee, each in separate folder: hire, evaluations, status TERMINATION +2 of changes, training, certificates, etc. YEARS CENTER: PERMANENT TOTAL: PERMANENT PE -05 PERSONNEL JACKETS, MEDICAL HISTORY Repealed by R2023 -03E. Incorporated in PE -04. PE -06 PERSONNEL MANUAL ONSITE: YES PAPER Rules, regulations, and policies of the Personnel manual. Original and amendments to this manual CENTER: NO are retained in the Personnel office. TOTAL: PERMANENT PE -07 EEO AND AFFIRMATIVE ACTION RECORDS Repealed by R2023 -03E. PE -08 MASTER EXAMINATIONS Repealed by R2023 -03E. Incorporated in PE -01. 1 EXHIBIT C PE -09 ELIGIBLE LISTS Repealed by R2023 -03E. Incorporated in PE -01. PE -10 AIRPORT COMMITTEES, STUDIES, AND REPORTS Repealed by R2023 -03E. PE -11 LABOR CONTRACT ADMINISTRATION RECORDS ONSITE: 10 YEARS PAPER CONFIDENTIAL Documents negotiations with unions to create or revise contracts; may include signed contracts, FROM APPROVAL letters of understanding, correspondence, Petitions, arbitration decisions and other related CENTER: NO activities. TOTAL: 10 YEARS FROM APPROVAL PE -12 GRIEVANCE CASE FILES ONSITE: 5 YEARS PAPER CONFIDENTIAL Proceedings and findings; complaints Retention begins after settlement. CENTER: NO TOTAL: 5 YEARS PE -13 UNFAIR LABOR PRACTICE COMPLAINTS ONSITE: PERMANENT PAPER CONFIDENTIAL Proceedings and findings. CENTER: NO TOTAL: PERMANENT PE -14 ADVISORY COUNCIL ONSITE: 2 YEARS PAPER Working conditions advisory council meetings, roster, minutes, and recommendations. This CENTER: 13 YEARS Council will begin in 1995. TOTAL: 15 YEARS ELECTRONIC Laserfiche PE -15 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR PAPER AND/OR Review for potential This includes documentation of both official and informal stances on legal matters that impact UNTIL POTENTIAL ELECTRONIC archival value on a departments or local governing bodies. It may encompass information and correspondence related ARCHIVAL VALUE IS yearly basis. Once, to ordinances, projects, issues, as well as legal requests and interpretations, all of which serve as ESTABLISHED archival value is a convenient reference for the department. Advice has archival value if it provides interpretation of CENTER: NO determined, retain also the Borough Code or provides advice on the law or procedure for the conduct of a type of borough in Laserfiche in business which may be repeated. addition to the Department's drive. CONFIDENTIAL PE -16 LITIGATION CASE FILES ONSITE: ACTIVE PAPER AND/OR Retention period starts Documents civil and criminal actions and other appeals filed by the local government or against CENTER: 10 YEARS ELECTRONIC after case is closed. the local government. Includes work papers, copies of court documents, and correspondence. TOTAL: ACTIVE + 10 YEARS CONFIDENTIAL 2