Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
BILL NO. 17-0811st R.

Agenda Title:

17-081 - 1R. An ordinance authorizing final disposition of certain city records that have met all requirements to be eligible for such disposition.
Recommendations:

The City Clerk Department is recommending approval of this ordinance.
Background:

Pursuant to Article 14, Section 14.7 of the City Charter, the City Council must pass an ordinance to approve the destruction of City records meeting their State required retention periods. Generally, destruction takes place twice per year. Separate ordinances are passed for destruction, one for Municipal Court records and the other for the rest of the City's non-permanent records.

Memos from the Management Analyst and City Counselor conveying their approval of the Disposition Report are attached. Some open records not being retained by the City will be offered to local historical organizations. The records not accepted by other organizations and not being retained by the City will be destroyed by certified shredding vendors.

The Disposition Report is a compiled list of City records which have met State required retention according to the Missouri General (GS), Municipal (M), Election Authority (E) and Water District Retention Schedules. The records are currently being retained in the individual departments, in the Records Center in City Hall and offsite at Iron Mountain or Innerspace Storage Corporation. Some departments are choosing to keep certain records longer than the minimum required time frame in order to comply with other more lengthy guidelines, and those time frames are noted rather than what is stated in the schedules. The records listed are generally grouped in the same way they were boxed and stored by the departments.

Department:          City ClerkContact Person:          Sarah Carnes-Lemp


REVIEWERS:
DepartmentAction
City Clerk DepartmentApproved
Finance DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:         

ATTACHMENTS:
Description
Midyear 2017 Records Final Disposition
Memo-City Counselor
Exhibit A
Memo-Management Anaylsty