PUBLIC RECORDS LAW DISCLOSUREFrom: Kelly Richardson
Sent: Tue Jun 19 13:07:17 2018
To: Dan Huff
Cc: Rod Lucich; Ronda Lee; Gerald Fisher; Chaunee Seifried; Heather Penni; Maeghan Sandberg; Hadley; Aldo Rodriguez; Dan Zinder; Brenda Reiner; Christie DeSantis
Subject: Records Retention Update
Importance: High
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Everyone,
Just as a reminder as the end of the fiscal year approaches and purging begins to happen. Please make sure you are checking your retention schedule and obtaining the authorization for destruction or Archival form from me. When boxing up your records I need a list of each document that is in the box (I can help if time doesn’t allow) Remember just because you scanned it, we are still required to keep a hard copy. All scanned PDF documents are for our convenience only until I convert them over to the new system. All of the PDF scanned documents we have do not meet the STATE requirement to be considered an original document so we must keep the hard copy.
After July, 2018 I will begin migrating all PDF documents over to our new system which is STATE certified and will allow us to then be paperless if CM Huff approves.
Some Items are required to be kept past the destruction period such as water application those stay for as long as that citizen has an account. If you’re not sure please ask me.
Please let your staff know if they are not copied on this email.
Thank you all,
Kelly Richardson, CMC
City Recorder / City of Molalla
117 N. Molalla Ave. / P.O. Box 248 / Molalla, OR 97038
503-759-0291 Direct / 503-829-3676 Fax
PUBLIC RECORDS LAW DISCLOSURE
This email is a public record of the City of Molalla, Oregon and is subject to public disclosure unless exempt from disclosure under Oregon Public Records Law. This email is subject to the State Retention Schedule.
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