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FY2023-03F Amendments To The Assessing, Borough Fire Departments, Community Development, Engineering And Facilities, Finance, Information Technology, And Resource 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 KODIAK ISLAND BOROUGH RESOLUTION NO. FY2023-03F 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 ASSESSING, BOROUGH FIRE DEPARTMENTS, COMMUNITY DEVELOPMENT, ENGINEERING AND FACILITIES, FINANCE, INFORMATION TECHNOLOGY, AND RESOURCE MANAGEMENT SERIES WHEREAS, the Kodiak Island Borough Code 2.40.120 establishes a program for records management, including the creation, administration, and approval of the records retention schedule through resolution; and WHEREAS, in August 2025, the Assembly passed Resolution No. FY2023-03E, which replaced the term "legal opinions" with "Borough Attorney Subject Files" and "Litigation Case Files." This change allows department directors to assess the significance of these documents, perform annual evaluations for archival value, and guarantee their proper preservation in Laserfiche to avert loss from staff changes or electronic file deletions; and WHEREAS, the amendment in 2025 encompassed the Manager's Office, Personnel Management, and Clerk's Office Series. This resolution aims to align the remaining Borough departments with the prior amendment; and WHEREAS, the Assembly concludes that it is in the best interest of the Kodiak Island Borough to modify the Record Retention Schedule to incorporate the proposed changes. NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH that the Borough Assembly hereby adopts and integrates Exhibit "A," which details revisions to the records series for Assessing, Borough Fire Departments, Community Development, Engineering and Facilities, Finance, Information Technology, and Resource Management. The other Borough Records Retention Schedules series will remain unchanged. ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS FIFTH DAY OF FEBRUARY 2026 KODIAK ISLAND BOROUGH ATTEST: ed Griffin,%Yku Nova M. Javier, MMC, Borq gh Clerk VOTES: b Ayes: Smiley, Whiteside, Woods, Ames, Gardner, Johnson, and Roberts Noes: None Resolution No. FY2023-03F Page 1 of 1 Kodiak Island Borough Records Retention Schedule (RRS) ASSESSOR'S OFFICE - AO SERIES NO. RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS AO -13 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in Review for potential archival value on a This includes documentation of both official and informal stances on legal UNTIL POTENTIAL the yearly basis. Once, archival value is matters that impact departments or local governing bodies. It may ARCHIVAL VALUE IS Department's determined, retain also in Laserfiche in encompass information and correspondence related to ordinances, projects, ESTABLISHED. Drive addition to the Department's drive. issues, as well as legal requests and interpretations, all of which serve as a CENTER: NO convenient reference for the department. CONFIDENTIAL AO -14 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. government or against the local government. Includes work papers, copies TOTAL: ACTIVE + 10 of court documents, and correspondence. YEARS CONFIDENTIAL BOROUGH FIRE DEPARTMENTS - BF SERIES NO. RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS BF -12 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in Review for potential archival value on This Includes Documentation Of Both Official And Informal Stances On Legal UNTIL POTENTIAL the a yearly basis. Once, archival value is Matters That Impact Departments Or Local Governing Bodies. It May ARCHIVAL VALUE IS Department's determined, retain also in Laserfiche in Encompass Information And Correspondence Related To Ordinances, ESTABLISHED. Drive addition to the Department's drive. Projects, Issues, As Well As Legal Requests And Interpretations, All Of Which CENTER: NO Serve As A Convenient Reference For The Department. CONFIDENTIAL BF -13 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. government or against the local government. Includes work papers, copiesTOTAL: ACTIVE + 10 of court documents, and correspondence. YEARS CONFIDENTIAL Revision date: 20260122 1 Resolution No. FY2023-03F ENGINEERING AND FACILITIES - EF COMMUNITY DEVELOPMENT - CDD SERIESO RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS CD -26 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in Review for potential archival value on a This includes documentation of both official and informal stances on legal matters This includes documentation of both official and informal stances on legal UNTIL POTENTIAL the yearly basis. Once, archival value is that impact departments or local governing bodies. It may encompass information matters that impact departments or local governing bodies. It may ARCHIVAL VALUE IS Department's determined, retain also in Laserfiche in and correspondence related to ordinances, projects, issues, as well as legal encompass information and correspondence related to ordinances, projects, ESTABLISHED. Drive addition to the Department's drive. requests and interpretations, all of which serve as a convenient reference for the issues, as well as legal requests and interpretations, all of which serve as a CENTER: NO Department's drive. department. convenient reference for the department. CONFIDENTIAL CD -27 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is LITIGATION CASE FILES Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. Documents civil and criminal actions and other appeals filed by the local government or against the local government. Includes work papers, copies of TOTAL: ACTIVE + 10 closed. government or against the local government. Includes work papers, copies of court documents, and correspondence. YEARS CONFIDENTIAL ENGINEERING AND FACILITIES - EF SERIES NO. RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS EF -25 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in Review for potential archival value This includes documentation of both official and informal stances on legal matters UNTIL POTENTIAL the on a yearly basis. Once, archival that impact departments or local governing bodies. It may encompass information ARCHIVAL VALUE IS Department's value is determined, retain also in and correspondence related to ordinances, projects, issues, as well as legal ESTABLISHED. Drive Laserfiche in addition to the requests and interpretations, all of which serve as a convenient reference for the CENTER: NO Department's drive. department. CONFIDENTIAL EF -26 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. government or against the local government. Includes work papers, copies of TOTAL: ACTIVE + 10 court documents, and correspondence. YEARS CONFIDENTIAL Revision date: 20260122 2 Resolution No. FY2023-03F FINANCE - FI SERIES NO. RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS FI -44 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in Review for potential archival value IT -04 This includes documentation of both official and informal stances on legal UNTIL POTENTIAL the on a yearly basis. Once, archival matters that impact departments or local governing bodies. It may encompass ARCHIVAL VALUE IS Department's value is determined, retain also in information and correspondence related to ordinances, projects, issues, as ESTABLISHED. Drive Laserfiche in addition to the well as legal requests and interpretations, all of which serve as a convenient CENTER: NO Drive Department's drive. reference for the department. CENTER: NO Department's drive. department. CONFIDENTIAL FI -52 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is IT -05 Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. government or against the local government. Includes work papers, copies of TOTAL: ACTIVE + 10 Electronic closed. court documents, and correspondence. YEARS CONFIDENTIAL INFORMATION TECHNOLOGY - IT SERIES RECORD SERIES TITLE &DESCRIPTION RETENTION FORMAT DISPOSITION &REMARKS NO. IT -04 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in Review for potential archival value This includes documentation of both official and informal stances on legal matters UNTIL POTENTIAL the on a yearly basis. Once, archival that impact departments or local governing bodies. It may encompass information ARCHIVAL VALUE IS Department's value is determined, retain also in and correspondence related to ordinances, projects, issues, as well as legal ESTABLISHED. Drive Laserfiche in addition to the requests and interpretations, all of which serve as a convenient reference for the CENTER: NO Department's drive. department. CONFIDENTIAL IT -05 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. government or against the local government. Includes work papers, copies of court TOTAL: ACTIVE + 10 documents, and correspondence. YEARS CONFIDENTIAL Revision date: 20260122 3 Resolution No. FY2023-03F RESOURCE MANAGEME' mmmi SERIES NO. RECORD SERIES TITLE & DESCRIPTION RETENTION FORMAT DISPOSITION & REMARKS RM-10 BOROUGH ATTORNEY SUBJECT FILES ONSITE: ACTIVE OR Electronic in the Review for potential archival value This includes documentation of both official and informal stances on legal UNTIL POTENTIAL Department's on a yearly basis. Once, archival matters that impact departments or local governing bodies. It may encompass ARCHIVAL VALUE IS Drive value is determined, retain also in information and correspondence related to ordinances, projects, issues, as ESTABLISHED. Laserfiche in addition to the well as legal requests and interpretations, all of which serve as a convenient CENTER: NO Department's drive. reference for the department. CONFIDENTIAL RM-11 LITIGATION CASE FILES ONSITE: ACTIVE Paper and/or Retention period starts after case is Documents civil and criminal actions and other appeals filed by the local CENTER: 10 YEARS Electronic closed. government or against the local government. Includes work papers, copies of TOTAL: ACTIVE + 10 court documents, and correspondence. YEARS CONFIDENTIAL Revision date: 20260122 4 Resolution No. FY2023-03F