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ASSOCIATION OF IDAHO CITIES 3100 S VISTA AVE #201 BOISE, IDAHO 83705 ( 2 0 8 ) 3 4 4 - 8 5 9 4 I D A H O C I T I E S . O R G RECORDS RETENTION 2022 ---PAGE BREAK--- Records Management Manual 2022 Association of Idaho Cities 3100 S. Vista Ave. Ste. 201 Boise, ID 83705 Tel. (208) 344-8594 or (800) 344-8594 Fax (208) 344-8677 www.idahocities.org ---PAGE BREAK--- 2 Introduction While Idaho law provides that any “writing” prepared or used in the conduct of public business qualifies as a public record, it also recognizes that records vary tremendously in their utility and significance. For instance, ordinances, resolutions, and minutes are important for the day-to-day operation of city government and are historically significant, so Idaho law requires that these records are not to be destroyed. On the other hand, many types of public records should be kept for the applicable retention period and destroyed once their utility is exhausted. Many offices retain more records than necessary, and records are retained much longer than needed, meaning valuable office space is typically occupied by duplicate records or original records that have exceeded their specified retention period and should be destroyed. In addition to being legally required, an effective records management program should: Save valuable office space and money by systematically removing semi-active records from office files to low-cost storage. Identify and protect vital records, those necessary to continue or reestablish a city’s operations after a disaster. Identify and protect historical records and ensures they are stored in an appropriate manner. Save time and money by developing an orderly system for maintaining, retrieving, storing, and disposing of records. This Manual is a resource for city officials in managing, retaining, and destroying city records in accordance with Idaho law. For technical assistance on any issues relating to public records, please contact the Association of Idaho Cities at (800) 344-8594 or (208) 344-8594. Additional Resources: State of Idaho Records Retention Manual: Manual.pdf Idaho State Historical Society Government Records Program: records-center-retention-schedules/ AIC Transparent and Ethical Government Manual including Public Records information. ---PAGE BREAK--- 3 Table of Contents What Constitutes a Public Record? 4 Classification and Retention of City Records 4 The Role of Municipal Records Management Officers 6 Inventory and Appraisal of Records 6 Records Lifecycle 7 Final Disposition 7 Disaster 9 Identifying and Protecting Vital 9 Appendix A: Model Resolution for Adoption of Records Retention 13 Appendix B: Model Resolution for Revision of Records Retention Schedule 14 Appendix C: Model Resolution Authorizing Destruction of Records 15 Appendix D: Model Resolution Transferring Permanent Records to State Archives 16 ---PAGE BREAK--- 4 What Constitutes a Public Record? The Idaho Public Records Law in Title 74 Chapter 1 of Idaho Code defines a public record as any recorded information, regardless of medium, that relates to the business of city government. Public records can be paper documents, books, maps, pictures, audio/visual recordings, as well as electronic documents such as computer files, emails, and text messages. Preparation of a Record Retention Schedule Since 2007, Idaho law has required cities to adopt a records retention schedule for all city records by resolution. The record retention schedule establishes the minimum retention period and final disposition (either by destruction or permanent retention) for the various types of city records. Cities should regularly update the schedule based on the current circumstances of the city and updates can be made by resolution. Revisions should be reviewed by the City Attorney, the City Clerk, the Mayor, the Council, and department heads, and adopted by council resolution (model resolutions are in the Appendix). A sample record retention schedule is on the AIC website. Because Idaho cities are diverse, it should only be used as a guide and your schedule should fit your unique city’s needs. There are several important considerations to keep in mind regarding record retention schedules: • The retention schedule provides the minimum amount of time that a record must be kept—it does not require a city to destroy records that have exceeded their minimum retention, nor does it authorize city officials to begin destroying records (these are explained in more detail below). • The retention schedule does require the city to keep the record for the applicable period, during which the record may be inspected and copied as a public record unless specifically exempt from disclosure as provided by Idaho law. • The retention period only applies to the official copy of a record. Duplicate copies may be disposed of at any time. It is important to designate the official copy, so it is easily identifiable for retention purposes. Classification and Retention of City Records Idaho Code 50-907 defines the classification and retention of records for cities in “permanent,” “semipermanent” and “temporary” categories. Excerpts of the law follow, but records custodians should be familiar with the actual code language: Permanent records include: • Adopted meeting minutes of the city council and city boards and commissions; • Ordinances and resolutions; • Building plans and specifications for commercial projects and government buildings; • Fiscal year-end financial reports; • Records affecting the title to real property or liens thereon; • Cemetery records of lot ownership, headstone inscriptions, interment, exhumation and removal records, and cemetery maps, plot plans and surveys; ---PAGE BREAK--- 5 • Poll books, excluding optional duplicate poll books used to record that the elector has voted, tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of intent, and notices of election; and • Other documents or records as may be deemed of permanent nature by the city council. Permanent records shall be retained by the city in perpetuity or may be transferred to the Idaho state historical society’s permanent records repository upon resolution of the city council. Semipermanent records include: • Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers, duplicate receipts, utility, and other financial records; • Contracts; • Building applications for commercial projects and government buildings; • License applications; • Departmental reports; • Bonds and coupons; and • Other documents or records as may be deemed of semipermanent nature by the city council. Semipermanent records shall be kept for not less than five years after the date of issuance or completion of the matter contained within the record. Temporary records include: • Building applications, plans, and specifications for noncommercial and nongovernment projects after the structure or project receives final inspection and approval; • Cash receipts subject to audit; • Election ballots and duplicate poll books; and • Other documents or records as may be deemed of temporary nature by the city council. Temporary records shall be retained for not less than two years, but in no event shall financial records be destroyed until completion of the city’s financial audit. Historical records include: • Records which, due to age or cultural significance, are themselves artifacts of historical value. Historical records have enduring value based on the administrative, legal, fiscal, evidential, or historical information they contain. Historical records shall be retained by the city in perpetuity or may be transferred to the Idaho state historical society’s permanent records repository upon resolution of the city council. The city may reproduce, retain and manage records in a photographic, digital or other non-paper medium under certain requirements spelled out in the statute. The law goes on to discuss destruction of records and transfer of historical records to the Historical Society. In addition to the requirements in state law, city officials should consider the administrative, policy, fiscal, legal, and historical value of the various types of records. • Administrative Value: Records with administrative value are typically operational records documenting the implementation of city or state policies. For instance, a public records request form is an operational record, because it implements the state Public Records Act and a city’s policy to have public records requests made in writing. In most cases, the administrative value of records is exhausted when the applicable transaction is completed. ---PAGE BREAK--- 6 • Policy Value: Records with policy value document the establishment and interpretation of city laws and policies. Most of these records have long-term or permanent retention, because they deal with issues of lasting importance. Records with significant policy value include: ordinances and resolutions, legal opinions, policy-related correspondence, personnel and other city policies, etc. • Fiscal Value: Records with fiscal value document the city’s financial transactions and include ledgers, payroll, vouchers, receipts, etc. Retention periods for these records are often relatively short because their value is largely exhausted after completion of the city’s audit. However, there are other records (primary copies of the city budget, audit, and year-end financial reports, for instance) that merit permanent retention. • Legal Value: Records with legal value provide documentation of the city’s rights and obligations. These records include contracts and agreements, titles, leases, claims, etc. Some records have permanent legal value (titles to real property, for instance). Contracts and agreements typically have legal value until expiration of the applicable statute of limitations for legal action to enforce the contract/agreement. It is important to understand the applicable state and federal laws when establishing retention periods for these records. • Historical Value: Certain records have long term historical value because they provide authentic evidence of a city’s incorporation, policies, programs, governing officials, local historical information, etc. Even though these records may have exhausted their administrative, policy, fiscal, and legal value, they should be identified as permanent records. The Role of Municipal Records Management Officers Idaho code 50-908 states that the city clerk shall serve as the municipal records manager in each city, and each department may designate a department records manager who reports to the city clerk. It specifies that all city records are property of the city, and no city official, elected, appointed or staff, shall have any personal or property right to such records. The clerk shall: • Ensure the orderly and efficient management of municipal records in compliance with state and federal statutes and regulations and city ordinances, resolutions and policies; • Create a plan for records of enduring historical value; • Oversee retention and destruction of municipal records as directed by state and federal statutes and regulations and city ordinances, resolutions and policies; and • Coordinate transfer of permanent records to the Idaho State Historical Society's permanent records repository. All city officials (elected, appointed and staff) shall: • Protect the records in their custody; • Cooperate with the municipal records manager on the management of records; and • Pass on to their successor records necessary for the continuing conduct of city business. Inventory and Appraisal of Records The first step in a records management program is to undertake an inventory that identifies all records created and maintained by the city. The inventory encompasses all records. A records inventory includes: ---PAGE BREAK--- 7 The types of records (specifying format) that are presently filed; The present location of all records; The present condition of all records; Equipment currently used or available for storing records (i.e. number of file drawers and filing inches); and The inventory should also analyze the adequacy of current records storage, including: How are the records used, and how does their use impact storage, format, etc.? Are records being stored in the most efficient manner? Are the proper equipment/space/personnel available for storing records? Are any records duplicates or originals that have exceeded their retention period and should be destroyed? Records Lifecycle Active Records: Records typically less than two years old, which are actively used and stored in the most easily accessible areas. Semi-Active Records: Records generally at least two years old, which are needed occasionally and should be stored in low-cost facilities that meet appropriate requirements for records storage. Inactive Records: Records that are seldom, if ever, needed and are retained until the end of their retention period (unless a permanent record). Final Disposition: Permanent records must be retained by the city in perpetuity or transferred to the State Archives. Nonpermanent records reaching the end of the required retention period may be destroyed pursuant to the requirements of Idaho law and local policies. Final Disposition Final disposition of records happens in one of two ways. • Destruction of nonpermanent records. • Permanent records are retained in perpetuity by the city or transferred to the State Archives. The process for destruction of nonpermanent records typically begins once the records have reached their minimum retention period, but there are some important exceptions that dictate records must be kept longer. • Legal Actions: Records needed for pending criminal or civil cases must not be destroyed. Consult your attorney to determine when the record should be destroyed, after the case has reached its final disposition and appeals periods have ended. • Public Records Requests: Records that are the subject of a pending public records request must not be destroyed until the request is granted or the period for appealing the city’s denial of the request has ended. Again, consult your attorney. • Audit or Investigations: Records needed for any pending audit or investigation must not be destroyed. Again, consult your attorney. • Records with Unique Historical Value: Certain “nonpermanent” records may have considerable historical value that justifies permanent retention. For more information on the potential historical value of a specific record, contact the State Archivist at the Idaho State Historical Society. ---PAGE BREAK--- 8 Historic records should not be destroyed. Non-historic permanent records can be stored in non-paper medium per Idaho Code 50-907. Notice must be given to the Historical Society prior to the destruction of any permanent records. The notice must be made at least 30 days prior to destruction of any permanent records. The notice should be mailed to Government Records Program at the Idaho State Archives, 2205 E. Old Penitentiary Rd., Boise, ID 83712-8250. The notice can also be emailed to [EMAIL REDACTED]. The next step is to send a list of all records proposed for destruction to the city attorney. When the city attorney has reviewed and approved the list (in writing to the city clerk), the destruction resolution may go before the city council. An example resolution is provided in Appendix B. The following are the most common methods of destroying records: • Landfill: Disposal in the local landfill – be sure to shred any confidential records prior to disposal. • Shredding: Shredding destroys records and ensures confidentiality in a single step. Shredding can be done on-site by the city using a shredding device or it can be contracted for larger volume jobs – many contractors are also bonded recyclers that may provide pickup service. • Electronic: For electronic documents, there are companies that specialize in wiping hard drives of copiers, computers, etc. In selecting a method for destroying records, the following issues should be considered: Are the records confidential? What quantity of records will be destroyed? How often will records be destroyed? What different types of media—e.g., paper, audio/videotapes, disks, etc.—must be destroyed? Is the city able to contract with a vendor that provides bonded recycling? Can the city’s shredder handle the volume of documents to be destroyed? Can the city’s shredder handle non-paper records? Is it more efficient and economical to use an outside vendor or facility? For permanent records, cities have the option of keeping the records permanently or transferring the records to the State Archives upon resolution of the city council (see model resolution in Appendix Transferring records to the State Archives has numerous benefits, including: • Cities can forward any public records requests to the archives staff, who will handle the request. • Archives staff regularly travel around the state to pick up records, so there are no shipping costs. • The archives are specially designed for records storage, so cities can be confident that valuable records will be adequately protected for future generations. —DISCLAIMER— APPROVED RECORD RETENTION SCHEDULES DO NOT TAKE THE PLACE OF GOOD JUDGMENT. IF RECORDS ARE NEEDED BECAUSE OF A LAWSUIT, FOR AUDIT PURPOSES, OR IF A PUBLIC RECORDS REQUEST HAS BEEN FILED, DON’T DESTROY THEM UNTIL THE MATTER IS COMPLETED AND YOU HAVE RECEIVED APPROVAL FROM YOUR CITY ATTORNEY. ---PAGE BREAK--- 9 Disaster Preparedness A records disaster is a sudden, unexpected event that significantly damages or destroys records or prevents access to the information they contain. Examples of common records disasters include floods, fires, earthquakes, leaking pipes, theft, vandalism, hard drive crashes, and computer hacks. The Idaho Office of Emergency Management provides many great resources to help with disaster planning and mitigation on the webpage at To prepare for a records disaster, cities should develop a written plan and review it regularly. It should address the most likely events that could damage or destroy records. A disaster management plan allows your city to: Establish a secure environment for records storage and maintenance, Identify and protect vital records, Provide a framework for responding to disasters that occur, and Allow the city to resume work as soon as possible following a disaster. Plans include strategies for: • Mitigation: The process of identifying and reducing risks by anticipating potential disasters and putting preventative measures into place. • Remediation: The plan for response to specific types of disasters that are most likely to occur that includes efforts to lessen the impact of a disaster that has already occurred. • Business Continuity: Measures such as the facilities, equipment, records and other resources necessary to continue essential city services in the wake of a disaster so the city’s operations can resume quickly and efficiently after a disaster. Identifying and Protecting Vital Records: One of the first steps in the plan should be identifying vital records that are the irreplaceable records that are essential for the continued operation of a city. Vital records document the legal and fiscal status of the city, property ownership, money owed to and by the city, contracts, payroll records and other records without which the city cannot function. In deciding which records should be classified as vital records, city officials should consider the following: What are the consequences if the record was destroyed? Could essential city services carry on without the record? What loss or inconvenience would the public suffer if the record was destroyed? What is the cost of replacing or reconstructing the record? Is the document itself essential, or only the information it contains? The three most common methods of protecting vital records are: Duplication & Dispersal: Duplication may be done by photocopying, scanning, or other electronic storage. Offsite back-ups and cloud storage of electronic data can be important parts of the disaster plan. On-Site Secure Storage: Often, city hall is the only public building in the area with the necessary facilities and equipment to store records. A variety of factors should be considered when examining the adequacy of facilities for record storage, including floor load, lighting and ventilation, fire ratings of walls and doors, smoke and fire alarms, sprinklers or fire suppression systems and potential for leaks, fire, insects, vermin and other ---PAGE BREAK--- 10 hazards. There are alternatives for on-site secure records storage, including vaults, safes, file rooms and fire-resistant cabinets and containers. Before purchasing such equipment, consideration should be given to how it will stand up to temperature and humidity. Off-Site Secure Storage: Ideally, off-site storage facilities should offer security from the same disaster that could destroy or damage the city’s primary building. The facility should also be isolated from obvious risks and must also be accessible during normal working and emergency conditions. Unlike dispersal techniques that distribute duplicates of vital records to several off-site locations, a central off-site storage facility simplifies access. Alternatives for off-site secure storage include city-owned storage, regional or cooperative records centers, and commercial storage facilities. • Identifying Risks: Once a city’s vital records have been identified and protected, the next step is to systematically identify, analyze and prioritize potential risks to city records. Potential risks can be categorized as follows: Natural Environment: Consider the geography, climate, weather, and natural disasters that commonly occur in your area. Built Environment: Consider threats posed by your building’s proximity to potential problems such as railroad tracks, highways, large trees, telephone poles, etc. Building Structure: Evaluate the roof, walls, windows, foundation, and other structural elements of your building. Inside, check electrical wiring, fire suppression systems, sewer lines, and water and steam pipes for necessary repairs or upgrades. Storage Conditions: Facilities used for records storage should be clean, well lit, dry, and free of mold. Records should be stored in sturdy, standard cubic foot boxes on steel shelving of appropriate strength. The bottom shelf should be four to six inches from the floor so that records stay dry during minor flooding. Human Threats: Humans are the most common cause of disasters affecting records. While theft, vandalism, arson, sabotage, computer hacking and terrorism are possible threats, more common human issues are staff accidentally deleting files, or introducing malware by clicking on a hacker’s email, or accidentally writing over important files. Threats to Electronic Records: Several factors make electronic records vulnerable in unique ways. First, the optical and magnetic media used to store electronic records (such as CDs, DVDs, detachable hard drives, etc.) are relatively small and easy to carry and conceal, so they are more likely to be misplaced or stolen. Because electronic media can hold tremendous amounts of information in a very small physical space, cities can suffer a crippling loss of information, particularly if there are no secure backups. Electronic media are easy to erase, either accidentally or intentionally. Electronic records are also susceptible to unauthorized access because many city employees work on shared drives of a local area network. There is also the danger of Internet hackers and computer viruses. • Preventative and Protective Measures: The next step is to develop strategies to prevent disasters from occurring and minimizing the effects of a disaster. Having a records inventory and a records retention schedule that is followed helps in understanding the extent of a city’s records and establishing firm control over them. In addition to storage considerations mentioned earlier, some examples of preventative and protective measures are: Avoid wood cabinets and shelving. Keep records protected from exposure to sunlight and strong artificial light, particularly fluorescent light. ---PAGE BREAK--- 11 Maintain a relatively constant temperature (60 and 70 degrees Fahrenheit). Maintain a constant relative humidity between 45 and 55 percent. Control dust and chemical vapors. Place chemical fire extinguishers (preferable to sprinkler systems due to possible water damage) conspicuously in file storage areas. Maintain a security/alarm system to protect against theft and vandalism. Have drains in records storage rooms, and inspect drains, plumbing and water pipes regularly. Do not install carpet in records storage areas - it retains water and prevents drainage. Limit staff members’ access to records storage areas. Terminated employees can pose security risks, so they should turn in all relevant identification and keys before leaving. For electronic records, make sure computer equipment has power-surge protection and consider an emergency generator to keep necessary electrical systems operating at a minimal level during power outages as well as provide for off-site back-up or cloud storage. Require staff to use passwords and change them frequently and have strict policies with training regarding cybersecurity. Use firewalls and anti-virus software to protect your network and regularly install updates and be sure backups are working. • Steps in Effective Disaster Response: Assess the Situation: Estimate the amount of time that has elapsed since the disaster occurred, the level of damage and remaining potential threats. Identify the Appropriate Response: The team must work together to identify an appropriate response, ideally following the response outlined for such a disaster in the city’s disaster response plan. Stabilize the Environment: Do not enter the facility until it is safe to do so. In many cases, you will have to rely on others to stabilize the situation first. Take Photographs: Photographs are useful for documenting and measuring damage and formulating response and recovery activities. Assess Damage: Assess the severity of damage, estimate the total quantity of records affected and identify the name and format of each records series involved. Implement Salvage Strategy: Start moving records from the affected area to temporary storage. Begin Remediation and Recovery: The process of remediation and recovery depends largely on the number, type, and media of records damaged or destroyed. Any permanent or vital records are candidates for professional restoration. If the value of the records does not merit the cost of professional restoration, then they should be stored in an isolated area until their retention period is completed, and then be destroyed. Electronic Records Digital imaging systems have a sizable advantage in management of active records because of rapid retrieval, tremendous storage capacity, ability to allow access to multiple users and ease of use. Some advantages of electronic systems are: • Space Savings: Records stored on optical disks and magnetic media offer tremendous space savings over paper documents. ---PAGE BREAK--- 12 • Rapid Retrieval: Faster access to records means lower labor costs and enhanced customer service. • Concurrent Access: Two or more users can access data at the same time. • Image Enhancement: Poor quality originals can be enhanced by software designed to remove noise and increase brightness and edge sharpness. • Optical Character Recognition (OCR): Scanned documents can be converted to computer readable text by the use of optical character recognition software, thus eliminating the need to index the documents in some cases. • Workflow: A workflow system can automate and control certain business processes. The system can schedule processing, route documents automatically among departments and track each transaction’s status. Idaho Code 50-907 sets forth the basic requirements for use of photographic and digital media for records retention: The medium must accurately reproduce the record in paper form throughout its applicable retention period. The medium must meet the quality standards of the American National Standards Institute (ANSI). Limitations of Digital Imaging Systems • Cost: Consideration must be given to the cost of hardware, software, system maintenance and administration and conversion costs (such as document preparation, indexing and quality control). • Retrieval: Successful retrieval of images depends on the availability of appropriate retrieval hardware and software. Current technology may not be accessible years from now if the system is not maintained properly. Proper management of computer operating systems, software applications and hardware is essential to preventing inaccessibility due to technological obsolescence. ---PAGE BREAK--- 13 Appendix A Model Resolution for Adoption of Records Retention Schedule RESOLUTION NO. A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF RECORD RETENTION SCHEDULE. , IDAHO, ADOPTING A WHEREAS, a record retention schedule establishes minimum retention periods for the various types of city records; and, WHERAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record retention schedule, listing the various types of city records with the applicable retention periods; and, WHEREAS, adoption of a record retention schedule assists in efficient and effective records management by identifying records that have exceeded their minimum retention that may be destroyed following approval by the City Attorney and, upon resolution of the City Council in accordance with the provisions of Idaho Code 50-907; and, WHEREAS, a record retention schedule also enhances protection of historic records by identifying records of enduring value as permanent records that are retained by the city in perpetuity or transferred to the Idaho State Historical Society’s Permanent Records Repository for permanent retention upon resolution of the City Council. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of , Idaho that the city hereby adopts the record retention schedule attached as Exhibit Records identified as permanent shall not be destroyed but shall be retained by the city in perpetuity or transferred to the Idaho State Historical Society’s Permanent Records Repository for permanent retention upon resolution of the City Council. Records that are not considered permanent shall be retained for the period specified in the retention schedule and until destruction is approved by resolution of the City Council pursuant to the provisions of Idaho Code 50-907. [CONSULT YOUR CITY ATTORNEY REGARDING YOUR CITY’S POLICY ON RETENTION AND DISPOSITION OF TRANSITORY RECORDS.] The administrative staff of the City is authorized to take all necessary steps to carry out the authorization provided by this Resolution. PASSED BY THE CITY COUNCIL (Date). SIGNED BY THE MAYOR (Date). MAYOR ATTEST: CITY CLERK ---PAGE BREAK--- 14 Appendix B Model Resolution for Revision of the Records Retention Schedule RESOLUTION NO. A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF REVISED RECORD RETENTION SCHEDULE. , IDAHO, ADOPTING A WHEREAS, According to Idaho Code 50-907 the City Council has adopted by resolution a record retention schedule, listing the various types of city records with the applicable retention periods; and, WHEREAS, a regular review has identified areas of the schedule that require updating, NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of , Idaho that the city hereby adopts the updated record retention schedule attached as Exhibit The administrative staff of the City is authorized to take all necessary steps to carry out the authorization provided by this Resolution. PASSED BY THE CITY COUNCIL (Date). SIGNED BY THE MAYOR (Date). MAYOR ATTEST: CITY CLERK ---PAGE BREAK--- 15 Appendix C Model Resolution Authorizing Destruction of Records RESOLUTION NO. A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF AUTHORIZING DESTRUCTION OF RECORDS. , IDAHO, WHERAS, Idaho Code 50-907 requires the City Council to authorize destruction of records that are not required to be retained as permanent records and that have met the minimum retention period provided by the city’s record retention schedule and are no longer required by law or for city business; and, WHEREAS, the City Clerk has proposed for destruction certain records that have exceeded their minimum retention; and, WHEREAS, approval for the destruction of the records listed below has been obtained from the Idaho State Historical Society, when required, and the City Attorney, as provided by Idaho Code 50-907. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of , Idaho that the records listed below shall be destroyed under the direction and supervision of the City Clerk. [List of Records to be Destroyed with Date Ranges] The administrative staff of the City is authorized to take all necessary steps to carry out the authorization provided by this Resolution. PASSED BY THE CITY COUNCIL (Date). SIGNED BY THE MAYOR (Date). MAYOR ATTEST: CITY CLERK ---PAGE BREAK--- 16 Appendix D Model Resolution Transferring Permanent Records to State Archives RESOLUTION NO. A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF , IDAHO, TRANSFERRING PERMANENT RECORDS TO THE PERMANENT RECORDS REPOSITORY OF THE IDAHO STATE HISTORICAL SOCIETY. WHEREAS, Idaho Code 67-4126 provides that the Idaho State Historical Society Board of Trustees has authority to accept city records not in current use; and, WHEREAS, Idaho Code 50-907 provides that records designated by the City Council or state law as “permanent” may be transferred to the Idaho State Historical Society’s Permanent Records Repository upon resolution of the City Council; and, WHEREAS, the Idaho State Historical Society’s Permanent Records Repository is a facility specifically constructed with records storage in mind, ensuring that records of enduring value will be available for succeeding generations. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of , Idaho that the city hereby transfers the records listed below to the Permanent Records Repository of the Idaho State Historical Society under the direction and supervision of the City Clerk. [List of Records to be Transferred with Date Ranges] The administrative staff of the City is authorized to take all necessary steps to carry out the authorization provided by this Resolution. PASSED BY THE CITY COUNCIL (Date). SIGNED BY THE MAYOR (Date). MAYOR ATTEST: CITY CLERK