1995-01E Amending Resolution No. 95-01 Adopting a Records Retention Schedule and Central Filing System to Provide for the Change to a Manager Plan of Government.KODIAK ISLAND BOROUGH
RESOLUTION NO. 95-01E
Introduced by:
Requested by:
Drafted:
Introduced:
Adopted:
Assembly
Borough Clerk
Records Manger
04/20/2000
04/20/2000
A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
AMENDING RESOLUTION NO. 95 -01 ADOPTING A RECORDS RETENTION
SCHEDULE AND CENTRAL FILING SYSTEM TO PROVIDE FOR THE CHANGE
TO A MANAGER PLAN OF GOVERNMENT
WHEREAS, Kodiak Island Borough Code of Ordinances Section 2.16.200 provides
for a Records Retention Program; and
WHEREAS, Ordinance No. 98 -02 amended the Kodiak Island Borough Code of
Ordinances Title 2 Administration and Personnel to provide for the change to a
manager plan of government effective October 19, 1998; and
WHEREAS, the retention schedule for the mayor's office, Series OM, (prior to
October 19, 1998) is currently in place and should be retained; and
WHEREAS, the retention schedules for the mayor's office (effective October 19,
1998) and the manager's office should be created; and
WHEREAS, the mayor's office retention files shall contain: reading files, public
relations records, and proclamations; and
WHEREAS, the manager's office retention files shall contain: administrative files,
contracts and bids, grant project files, litigation case files, minutes of advisory
boards and commissions meetings, personnel administration, employment
applications, personnel advisory board administration files, personnel jackets,
vehicle maintenance records, legal administrative files, delegations of authority,
manager's annual report, emergency services plan, manager's reading file, capital
improvement projects annual report, and non - profit organization files;
NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH THAT:
Section 1: Attachment "A" amends the Records Retention schedule to allow for
the change to a manager plan of government.
Section 2: The mayor's office files (prior to October 19, 1998) shall be retained
under Series OM.
Kodiak Island Borough, Alaska Resolution No. 95 -01 E
Page 1 of 11
Section 3:
Section 4:
Section 5:
ATTEST:
The mayor's office files (effective October 19, 1998) shall be retained
under new Series MA.
The manager's office files shall be retained under new Series MG.
This resolution amends Resolution No. 95 -01. The attached Records
Retention Schedule and Central Filing System (RRS /CFS) amendments
shall become effective upon adoption of this resolution.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS TWENTIETH DAY OF APRIL, 2000.
h A. Nielsen, CM.C,, Borough Clerk
orough Mayor
Kodiak Island Borough, Alaska Resolution No. 95 -01 E
Page 2 of 11
ATTACHMENT "A"
DEPARTMENT MAYOR'S OFFICE
SERIES NUMBER: OM -01
FILE NUMBER: KIBC 2.20
RECORD SERIES: MAYOR'S ADMINISTRATIVE FILES (DEPARTMENTAL
& FUNCTIONAL)
CONTENT SUMMARY: CORRESPONDENCE, REPORTS, & INFORMATION
RELATED TO THE FUNCTIONAL DEPARTMENTS OF
THE BOROUGH & WHICH DOCUMENT EVENTS,
PROJECTS, ACTIVITIES, & ISSUES.
COMMENTS: POTENTIAL HISTORICAL VALUE.
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER: OM -02
FILE NUMBER: KIBC 3.16
RECORD SERIES: CONTRACTS & BIDS
CONTENT SUMMARY: COPIES OF CONTRACTS & BIDS RELATED TO GRANTS,
LEASES, FACILITIES PURCHASES, ETC. DOES NOT
INCLUDE PURCHASE ORDERS.
COMMENTS: ORIGINALS ARE RETAINED BY THE BOROUGH CLERK. SEE BC -15
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER: OM -03
FILE NUMBER: KIBC 3.12.030
RECORD SERIES: GRANT PROJECT FILES
CONTENT SUMMARY: PROJECT FILES RELATED TO THE
ADMINISTRATION OF FEDERAL & STATE GRANTS.
COMMENTS: CONSOLIDATED THESE FILES WITH FINANCE DEPT. GRANT FILES
(FI -37) FOR RECORD CENTER STORAGE. RETENTION STARTS WITH
PROJECT COMPLETION.
RETAIN ON -SITE: 1 YRS RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: OM -04
FILE NUMBER: KIBC 2.24
RECORD SERIES: LITIGATION CASE FILES
CONTENT SUMMARY: DOCUMENTS CIVIL ACTIONS BY OR AGAINST THE
BOROUGH. INCLUDES WORK PAPERS, COPIES OF
COURT DOCUMENTS, & CORRESPONDENCE.
COMMENTS: RETENTION PERIOD STARTS AFTER CASE IS CLOSED.
RETAIN ON -SITE: ACTIVE RETAIN RECORDS CENTER: 10 YRS
Kodiak Island Borough, Alaska Resolution No. 95 -01 E
Page 3 of 11
TOTAL RETENTION: 10 YRS
SERIES NUMBER: OM -05
FILE NUMBER: KIBC 2.39
RECORD SERIES: MINUTES OF ADVISORY BOARDS & COMMISSION MEETINGS
CONTENT SUMMARY: COPIES OF ALL BOARDS, COMMITTEES, &
COMMISSION MINUTES RELATING TO BOROUGH
ACTIVITIES.
COMMENTS: SEND ORIGINAL MINUTES TO BOROUGH CLERK'S OFFICE.
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER: OM -06 SEE PE -01
FILE NUMBER: KIBC 2.20
RECORD SERIES: PERSONNEL ADMINISTRATION - RECORDS RELATED TO
PERSONNEL RECRUITMENT TESTING, LABOR RELATIONS,
AFFIRMATIVE ACTION REGULATION, ETC.
SERIES NUMBER: OM -07 SEE PE -02
RECORD SERIES: EMPLOYMENT APPLICATIONS - NOT SELECTED FOR BOROUGH
POSITIONS.
SERIES NUMBER: OM -08 SEE PE- 03 /BC -53
RECORD SERIES: PERSONNEL ADVISORY BOARD ADMINISTRATION FILES -
RECORDS RELATED TO THE ADMINISTRATION OF ISSUES
ADDRESSED BY THE BOARD AGENDA PACKETS.
SERIES NUMBER: OM -09 SEE PE -04
RECORD SERIES: PERSONNEL JACKETS - EMPLOYMENT HISTORY OF EACH
BOROUGH EMPLOYEE, EACH IN SEPARATE FOLDER: HIRE,
LEAVE, EVALUATIONS, STATUS OF CHANGES, RETIREMENT,
ETC.
SERIES NUMBER: 0M -10 SEE FA -14
RECORD SERIES: VEHICLE MAINTENANCE RECORDS - RECORDS RELATED TO
MAINTENANCE OF BOROUGH -OWNED VEHICLES.
SERIES NUMBER: 0M -11
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: PROCLAMATIONS
COMMENTS: PROCLAMATIONS FROM THE MAYOR RECOGNIZING PERSONS, GROUPS,
OR HOLIDAYS.
RETAIN ON SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
Kodiak Island Borough, Alaska Resolution No. 95-01E
Page 4 of 11
SERIES NUMBER: OM -12
FILE NUMBER: KIBC 2.24
RECORD SERIES: LEGAL ADMINISTRATION FILES
CONTENT SUMMARY: CORRESPONDENCE & REPORTS RELATED TO THE LEGAL
REVIEW OF BOROUGH FUNCTIONS SUCH AS BOND
ISSUES, INSURANCE, ORDINANCES, CONTRACTS,
GRANTS, & CLAIMS FOR DAMAGES, ETC.
COMMENTS:
RETAIN ON -SITE:
TOTAL RETENTION:
2 YRS
5 YRS
RETAIN RECORDS CENTER: 3 YRS
SERIES NUMBER: OM -13
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: PUBLIC RELATIONS RECORDS
COMMENTS: SPEECHES, PRESS RELEASES, AND CLIPPINGS
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: OM -14
FILE NUMBER: KIBC 2.20
RECORD SERIES: DELEGATIONS OF AUTHORITY
CONTENT SUMMARY: EXECUTIVE ORDERS FOR MAYOR'S ABSENCE;
SIGNATURE AUTHORITY.
COMMENTS:
RETAIN ON -SITE: 2 YRS
TOTAL RETENTION: PERMANENT
SERIES NUMBER: OM -16
FILE NUMBER: KIBC 2.41
RECORD SERIES: EMERGENCY SERVICES PLAN
CONTENT SUMMARY: PLANS, DRILLS, STANDING ORDERS FOR EMERGENCY
SITUATIONS.
RETAIN RECORDS CENTER: P
SERIES NUMBER: OM -15
FILE NUMBER: KIBC 2.20
RECORD SERIES: MAYOR'S ANNUAL REPORT
CONTENT SUMMARY: MAYOR'S ANNUAL REPORT.
COMMENTS:
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
COMMENTS:
RETAIN ON -SITE: CURRENT
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
Kodiak Island Borough, Alaska Resolution No. 95 -01 E
Page 5 of 11
SERIES NUMBER: 0M -17
FILE NUMBER: KIBC 2.20
RECORD SERIES: MAYOR'S READING FILES
CONTENT SUMMARY: COPIES OF OUTGOING LETTERS AND MEMORANDA
ARRANGED BY DATE.
COMMENTS: POTENTIAL HISTORICAL VALUE.
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER: 0M -18
FILE NUMBER: KIBC 2.20
RECORD SERIES: CAPITAL IMPROVEMENT PROJECTS
CONTENT SUMMARY: CAPITAL IMPROVEMENT PROJECTS ANNUAL
REPORT.
COMMENTS:
RETAIN ON -SITE: 2 YRS
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
SERIES NUMBER: OM -19
FILE NUMBER: KIBC 3.12.30
RECORD SERIES: NONPROFIT ORGANIZATION FILES
CONTENT SUMMARY: FILES RELATED TO THE ADMINISTRATION OF
BOROUGH APPROPRIATIONS TO LOCAL NONPROFIT
ORGANIZATIONS.
COMMENTS: RETENTION PERIOD STARTS AFTER COMPLETION
RETAIN ON -SITE: 1 YRS RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: 0M -20
FILE NUMBER: KIBC 2.20
RECORD SERIES: ADMINISTRATIVE FILES
CONTENT SUMMARY: MAYOR'S ADMINISTRATIVE FILES WHICH MAY
HAVE PERMANENT HISTORICAL VALUE.
COMMENTS:
RETAIN ON -SITE: 7 YRS
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
Kodiak Island Borough, Alaska Resolution No. 95 -01E
Page 6 of 11
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