FY2021-14 EOC RecordsIntroduced by: Borough Clerks Office
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Drafted by: Borough Clerk
Introduced on 08/06/2020
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Adopted on: 08/06/2020
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KODIAK ISLAND BOROUGH
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RESOLUTION NO. FY2021-14
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A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH APPROVING A
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MEMORANDUM OF UNDERSTANDING WITH THE CITY OF KODIAK TO OUTLINE
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RECORDS MANAGEMENT RESPONSIBILITIES FOR THE EMERGENCY OPERATIONS
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CENTER (EOC) AND ESTABLISH A JOINT RECORDS RETENTION SCHEDULE FOR THE
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EMERGENCY OPERATIONS CENTER.
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WHEREAS, the Emergency Operations Center is the operational component of the Emergency
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Services Council as defined in KIBC 2.110.030; and
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WHEREAS, the Emergency Services Council is a joint city -borough entity;
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WHEREAS, the Emergency Operations Center as part of the Emergency Services Council is
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an "instrumentality" of both Kodiak Island Borough and the City of Kodiak; and
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WHEREAS, the public records act applies to the public records of all public agencies, which
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makes the Emergency Operations Center subject to the public records act; and
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WHEREAS, the City of Kodiak proposed a one year memorandum of understanding as
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provided in Appendix A to this resolution and incorporated by reference, subject to assembly
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approval; and
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WHEREAS, the City of Kodiak has proposed a specific records retention schedule for the
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retention of Emergency Operations Center as provided in Appendix B to this resolution and
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incorporated by reference, subject to assembly approval; and
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WHEREAS, it is in the best interest of the Borough to adopt a specific records retention
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schedule for the retention of Emergency Operations Center records.
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NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND
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BOROUGH THAT
Kodiak Island Borough, Alaska Resolution No. FY2021-14
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1. The attached Memorandum Of Understanding between the City of Kodiak and the Kodiak
Island Borough is hereby approved. 0
2. The attached Emergency Operations Center Records Retention Schedule is hereby
approved.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS SIXTH DAY OF AUGUST, 2020
KODIAK ISLAND BOROUGH
ATTEST:
t 11 `-z
i j &7 -P
William R s, Mayor 10&�-04Al
Alise L. Rice, Borough Clerk
VOTES:
Ayes: Kavanaugh, Schroeder, Skinner, Arndt, and Dvorak
Noes:
Kodiak Island Borough, Alaska
Resolution No. FY2021-14
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MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding (the "MOU" or "Memorandum"), is entered into on July
15, 2020 (the Effective Date"), by and between the City of Kodiak and the Kodiak Island
Borough both located at 710 Mill Bay Road, Kodiak, Alaska.
1. Mission
The Emergency Operations Center (EOC) is the operational component of the Emergency Services
Council as defined in KCC 2.32.030 and KIBC 2.110.30. The EOC as part of the Emergency Services
Council is an "instrumentality" of both Kodiak Island Borough and the City of Kodiak; therefore,
the entities have records management responsibilities and obligations.
2. Purpose
The City of Kodiak and the Kodiak Island Borough have agreed to establish a Memorandum of
Understandingto outline the records management responsibilities for the Emergency Operations
Center (EOC) to ensure compliance with Alaska Public Records Act and the governing municipal
records laws.
3. Responsibilities and Obligations of the Parties
a) To establish a joint Records Retention Schedule (RRS) for the Emergency Operations
Center that will be approved by the respective governing bodies and comply with KCC
2.36.
b) The City of Kodiak shall be the municipality responsible for retaining EOC records in
compliance with the joint RRS.
c) The City staff shall work with Emergency Services Organization to create, maintain, and
preserve the EOC records in an efficient manner using their records and document
management system; email retention software; and social media software.
d) The City staff shall dispose the EOC records in an efficient manner using their records and
document management system; email retention software; and social media software.
e) The City shall maintain inactive records in a storage facility.
f) The City Information Systems staff shall implement and provide ongoing support of the
approved records management applications supporting the EOC records management
program.
g) Both the City and Borough staff will be designated to receive EOC public records requests.
4. Objective
The City and Borough will work together to establish and maintain a consistent Records Retention
Schedule that will guide EOC staff to create and maintain the necessary records; while providing
Appendix A
expectations for the City staff assigned to properly manage the lifecycle of records in the
Emergency Operations Center.
5. Term 0
The term of this Memorandum shall be for a period of one-year from the effective date and
maybe extended upon written mutual agreement of both Parties.
[Il
FI,
Appendix A
Emergency Operations Center (EOC) Records Retention Schedule
Record
Records Series Title
Records Description
Retention
Folder Closure
Legal Citation
Series
In Dept /
Criteria
No.
Records
go
Center /
Final
Disposition
1-8000
EMERGENCY PLANS
Local Emergency/Disaster Plans, May
7 years
When superseded
include daily, monthly, and quarterly
or obsolete
Incident Action Plans.
80-8001
LAWS, EXECUTIVE ORDERS,
Records or copies of records that establish
7 years
End of calendar
AND MANDATES
the legal authority of the agency and the
year when
Aerations. May include public laws,
emergency or
regulations, assembly and council
disaster has ended
ordinances and executive orders.
80-8002
GENERAL
Incoming and outgoing correspondence with
years
End of calendar
CORRESPONDENCE
the local public agencies, May include
year when
telephone logs, inquiries, complaints, and
emergency or
requests for service.
disaster has ended
80-8003
OMMUNITY REPORTS,
General plans, permits, licenses, studies,
7 years
When superseded
PERMITS AND PLANNING
inalysis related to public safety strategies,
or obsolete
DOCUMENTS
personnel needs assessments, mitigation
plans, safety plans, contingency plans, and
imilar planning community or state reports
pertinent to fulfilling the roles and
responsibilities of the EOC within the local
ommunity.
80-8004
INCIDENT REPORTS
Reports of incidents with individuals on
3 years
End of calendar
municipal property during emergency
year when
and/or disaster.
emergency or
disaster has ended
)-8005
TEMPORARY INDIVIDUAL
Files may contain description of duties,
5 years
End of calendar
FILES
raining records, and security access forms.
year
80-8006
GENERAL MEDIA
General information released to the media
3 years
End of calendar
RELEASES/ PUBLICATIONS
and public.
year when
emergency or
disaster has
ended
SOCIAL MEDIA POSTS
Media posts on Facebook regarding
3 years
Emergency and/or Disaster
Date of Post
1 year
ebpage Design and Output
End of
Emergency/Disa
ster
80-8007
FINANCE ALLOCATIONS
EOC Timesheet/Attendance Sheets
7 years
End of calendar
Supply and Inventory Tracking
year
Note: Accounts Payable, Disbursement
Records, Accounts Receivable, Ledgers and
Journals Banking records are processed
through the City of Kodiak Finance's
Department. Refer to CoK Finance RRS.
80-8008
CONTRACTS AND
Records of contracts or agreements relating
6 years
End of contract
AGREEMENTS
to mutual aid, data and resource sharing,
or agreement
service agreements and memorandum of
understanding.
Appendix B
Emergency Operations Center (EOC) Records Retention Schedule
Record
Records Series Title
Records Description
Retention
Folder Closure
Legal
recovery plan.
Series
Lapes are
In Dept /
Criteria
Citation
continually
No.
Records
updated and
SO
replaced every
Center /
15 days.
80-8014
utgoing ELECTRONIC (E-
Final
-5-years
Date of sent
mail)
Disposition
7 years
When
Incoming ELECTRONIC (E-
80-8009
ACILITIES AND VEHICLES
Records relating to the facilities and
i year
Date of receipt
vehicles, etc. May include building layout,
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superseded or
of email
80-8016
EGAL OPINIONS
Formal legal opinions rendered by counsel
maps, vehicle title, registration, inspection,
When
obsolete
or Emergency Operations Center guidance.
superseded or
maintenance, repair, fuel, meter reads,
mileage logs, etc.
Files contain Safety Data Sheets (SDS) for
80-8010
AFETY DATA SHEETS
0 years
When
II hazardous material used at a locations or
uperseded or
acility.
bsolete
80-8011 CONFIDENTIAL OR Records, photographs, audio, video, during 1 year
ENSITIVE INFORMATION the emergency planning or disaster planning
that may be protected by state or federal
law.
80-8012 PUBLIC RECORDS riles contain documents related to requests years
REQUESTS ror public records.
nd of calendar
ear when
mergency or
isaster has
nded
nd of calendar
ear
808013
SERVER DISASTER
files contain documents related to server
15 days
erver Disaster
RECOVERY PLAN[isaster
recovery plan.
Lapes are
continually
updated and
replaced every
15 days.
80-8014
utgoing ELECTRONIC (E-
Outgoing correspondence emails.
-5-years
Date of sent
mail)
@mail
80--8015
Incoming ELECTRONIC (E-
Incoming Transitory Email
i year
Date of receipt
mail)
I
of email
80-8016
EGAL OPINIONS
Formal legal opinions rendered by counsel
2 years
When
or Emergency Operations Center guidance.
superseded or
Appendix