Nov152017

November 15, 2017 Records Retention

Posted by: mfd2104

RECORD OF PROCEEDINGS

MADISON FIRE DISTRICT

RECORDS RETENTION COMMITTEE

SPECIAL MEETING

ANNUAL DISPOSAL OF RECORDS PROCESS 11-15-17

CALL TO ORDER @ 6:17 pm

ROLL CALL x Chief Tod x Joanne Clapp

x Dan Donaldson x Nila Brass

x Ken Gauntner x Stacy Dame

Special Meeting

OLD BUSINESS:

Records Retention Forms Submitted in June 2009:

Per Mr. Gauntner’s directive at the February 15, 2017 Records Retention Committee meeting, Stacy Dame reported, and Joanne Clapp confirmed, that the current Records Retention Policy was adopted (Resolution 09-23) by the Committee on June 3, 2009 but that there is no record of said RC-2 Records Retention Schedule being fully processed and approved by the Ohio Historical Society or the State Auditor’s Office. Several of the Committee members again expressed a concern that the 2009 RC-2 Schedule is outdated and inadequate for the District’s current needs and must be revised prior to being submitted to the state.

New Records Retention RC-2 Schedule: Per the Committee’s directive on February 15, 2017, Nila Brass and Joanne Clapp presented a new RC-2 Schedule, including file locations, for Committee review.The retention periods recommended were taken from the Ohio Historical Manual/Guide. Mr. Donaldson stated that some of the time periods seem somewhat short.

Nila Brass explained that the purposed RC-2 details what records are kept in paper form and/or electronic format and that some of the paper records may be eliminated once the new ERS System and Cloud Software are implemented. She explained the information compiled for each record in the RC-2 which includes file number, year, location, description, media type, retention period recommended and, once approved by the state, whether or not said record is required to be included in an RC-3 Certificate of Records Disposal filing.

Stacy Dame stated that the Committee needs to sign off on a new RC-2 Records Retention Schedule and related forms which will need to be submitted to the Ohio State Historical Society (60 days) and State Auditor’s Office (60 days) for approval.

Mr. Donaldson reported that, once the RC-2 has been approved by the state, the District needs to submit an RC-3 requesting an immediate, specific disposal date to eliminate all records in-house that are older than the approved retention periods. Ms. Dame and Mr. Donaldson stressed that the RC-2 Schedule needs to be made available to the public so they will be able to come to the District and make public information requests. Per Ms. Dame, it is important to destroy records in a timely manner so that the public knows what records are available and what records are not. Mr. Donaldson stated that, in his experience, most electronic records do not get destroyed in a timely manner.

Mr. Tim Brown, Madison Township Administrator, reported that he recently completed the Records Retention project for the Police Department which took three months to finalize. He stated that it is very important that a full inventory of all records, in all buildings, be recorded in the RC-2 Schedule and that any record missed in the inventory, and is not included in the RC-2 when submitted for state approval, will automatically become a permanent record. Ms. Dame agreed that it is extremely important that all computer and paper records are listed in the RC-2.

Per Ms. Dame, another concern is that District records are kept in a lot of different locations and it is her recommendation that all records be more organized and centralized so that anyone in the District can locate records requested. Mr. Donaldson agreed that each record needs to be identified and its location numbered and cataloged for easier record retrieval. He also suggested that, henceforth, all documents and files be titled beginning with the year (i.e. 2017 District Clothing).

Chief Baker stated that it is his intent to store as many records as possible electronically and asked Ms. Dame what records must be filed on paper. She stated that the content and location of each document is more important than how the record is stored.

Mr. Gauntner asked if there are records at Station #2. Chief Baker replied that he does not believe there are paper files at St. #2 and that day-to-day activities are stored electronically.

Ms. Brass informed the committee that it may be desirable to use the Records Inventory Form supplied by the state to document what records are in-house. This form details each individual kind of record, its name, schedule number, description, date, location, media type, retention period, sort, etc. and is a master record of the RC-2 which can assist in organizing the records and making the annual disposal process easier. Per her recent discussions with Chief Baker, Ms. Brass stated that she fully expects the RC-2 to undergo another major change because many paper records currently maintained will not be necessary once the new Cloud is up and running. Chief Baker commented that we need an electronic data management system to reduce the volume of paper records.

Mr. Brown recommended that Administrative Staff compile a complete inventory of all District records, determine retention periods and submit a new RC-2 for state approval. He cautioned that any record not listed in the RC-2 becomes a permanent record and cannot be destroyed. Once the RC-2 approval has been received, staff members and the committee should collect and review records for a specific disposal date and submit an RC-3 Certificate of Records Disposal for final state review and approval.

Ms. Dame stated that all computers and computer profiles must be explored to ensure that all electronic documents are included in the new RC-2 Schedule which Chief Baker and Ms. Brass confirmed still needs to be researched. Chief Baker asked how the committee suggests he address personal logins. Mr. Donaldson stated that it is acceptable to have personal logins, but not separate profiles that only that one person can see. He suggested that, if the latter is the case with our current system, then the employee will need to assist administrative staff in identifying and relocating business records from their profiles to a central location for inclusion in the RC-2, monitored storage, access for future public records requests and timely disposal. To accomplish this, Mr. Donaldson stated that the District will need to implement a centralized document management system for tracking in the future.

In conclusion, Mr. Donaldson suggested, and the Records Retention Committee as a whole agreed, that Administrative Staff continue to compile a complete inventory, including record dates, of all District documents stored in all buildings, in all media types, including, but not limited to, all paper files and all electronic documents and files from both active and inactive computer profiles. During the process of identifying all in-house records, Mr. Donaldson recommended that all records destined for immediate disposal be listed and set aside in an orderly fashion for verification once the new RC-2 has been approved. He also suggested that henceforth all new documents be named to include the year created and that end-of-the-year documents be boxed for storage by disposal date.

Mr. Gauntner admitted that this is a big undertaking and that the Committee will need to meet again once the records inventory has been completed and the RC-2 Records Retention Schedule is ready for final review.

Meeting Adjourned @ 6:55 pm.

_____________________________ _______________________

Kenneth R. Gauntner, Jr., Chairman Nila Brass, District Clerk

Category: 2017, Board Meeting Minutes, Uncategorized