HomeMy WebLinkAbout2004 Resolution No. 053•
RESOLUTION NO . 5j_
SERIES OF 2004
A RESOLUTION AUTHORIZING THE ADOPTIO N OF THE COLORADO MUN ICIPAL
RECORDS RETENTIO N SCH EDULE BY THE CITY OF ENGLJ\VOOD , COLORADO .
WHEREAS , th e Co lorado Sunc Archives adop ted the Co lorado Municipal Records R ete ntion
Schedul e, for sta tewide use by Co lora do muni cipal ities in September 200 1; and
WH LPJ: AS , this Retention Schedule is recomme nd ed for adoption by Home Rul e citi cs; and
WHE kEA S, the adoption of the Co lorado Municipal Records Retention Schedule provides for
.ifonn retention policy for all municipal records ; und
Wll ~REA S, all of the Departments of the City of Englewood have revi ewed this Colorado
l\fonk ,: ,~ Records Retention Schedule and the recommended schedule will contain some
exceptions, which will better serve the City;
NOW, THEREFORE , BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ENG LEWOOD , C'OLORADO, THAT:
Section I. The City Co ll l. ·; ol ,; __ City of Englewood, Colorado hereby authorizes the
adoption of the Colorad" t~ •:uc,,,,,. Records Retention Schedule with the following local
exceptions :
Schedul e 1.9 -Con!,;truction Drawings And Plans • Nonrei.idential Approved
drawings and plans
The City of Englewood will comply with the International Building Code, Chapter I ,
Section 106 .5 retention schedule of "one set of approved construction documents shall be
re tained by the building official for a period of not less than 180 days from d•tc of
completion of the permitted work, or as required by state or local laws".
At the current time , Information Technology (IT) records will be exempted and the City
will establish its own e-mail policy.
Section 2. The Ci ty Manager is hereby authorized to sib'fl said Approval Request Fann on
behalf of the City of Englewood .
ADOPTED AND APPROVED thi s 21st day of June , 2004.
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COUNCIL COMMUNICATION
Date
Jun e 21, 20 04
INITIATED BY
Agenda It em
lOci
D epartm ent of Finan ce and Adm inistrati ve Serv ices
it y lerk 's Offi ce
Subject
Ado pti on of th e Colorado Municipal
Reco rds Retention Schedule
STAFF SOlJRCE
Fron k Gryg lewicz , Director of Finance and
Administrative Services
Loucri shi a Ellis, Ci t Cle rk
COUNCIL GOAL AND P:l ~VIOIJS COUNCIL ACTION
Ci ty Co un cil rev iewed thi; propos :i l to adopt lhe Colorado Municipal Re cords Retention Schedule
at th e Ma y 24, 200 4 S1.iu1· Session .
RECOMMENDED ACTll)I'
Approve a reso lution adoµting the Colorado Municipal Record s Retention Schedule for th e City of
Englewood with the following loca l exceptions:
► Schedule 1.9 Co nstructi on Drawings and Plans -Nonres,dential Aoproved drawings and plans
We will comply with the Intern atio nal Building Code, Chapter 1, Section 106.5 retention schedule
of "one set of approved cons truction documents shall be retained by th e building offic ial for a
pe ri od of not less than 180 day s from date of comple tion of the permitted work, or as required by
state or local laws."
► At the c urr ent lime, Information Tec hn ,,lo gy (\Ti •ecord s will be exempted and we will establish
our °'",n e-mai l policy.
BACKGROUND, ANALYSIS, AND ALTI'RNATIVES IDENTIFIED
Th e Colorado Stale Archives adopte d the Colorado Municipal Reco rds Retenti on Schedule, for
statewide us e by Colora do mL ,!;cipa liti es, in September, 2001.
This Schedu le has been approved ;,y th e State Attorney General and the State Archivist.
Adop ti on of the Co lorado Municipal Reco rds Ret e ntion Schedule provides for a uni fo rm retenti on
poli cy for all munici pal records. It is an on-lin e comprehensi ve sc hedule fo r th e destruction of
nonp e rm anent muni cipal recor ds and the retention of municipal records of enduring and historical
va lu e.
To access th e schedul e: Web site address: www .colorado.gov /dpa /doi t /a rchives !dick on left side
bar: "Reco rd s Ma11agem en1 Servi ces." Several choi ces will drop down, click on "Municipal Recor ds
Management Manual." If the left si de bar does not co me up, go to "Te xt Only" on th e blue bar at
th e top .J
If we adopt thi s Sc hed ul e, it will sup ersede all r:,revious retentio :i sc hedul es.
FINANCIAL IMPACT
None
LIST OF ATTACHMENTS
Resolut ion