RES 2011-13 - 14795RESOLUTION NO. 2011 -13
A RESOLUTION CREATING A POLICY OF THE CITY OF FRIDLEY IDENTIFYING THE
TYPE OF STORAGE MEDIUM USED FOR CITY RECORDS
WHEREAS, the City of Fridley adopted the General Records Retention Schedule for Cities
developed by the Minnesota Clerks and Finance Officers Association as its records retention
program on February 14, 2000; and
WHEREAS, the General Records Retention Schedule for Cities identifies the storage medium
for records as paper; and
WHEREAS, the City of Fridley is experiencing a lack of storage space due to the volume of
paper records; and
WHEREAS, the City of Fridley has a document imaging system and permanent city records are
being scanned and imaged for storage and retrieval in electronic form; and
WHEREAS, the Minnesota State Archives states that Minnesota state and local governments are
free to save their records in any format they choose, as long as they can access the files for the
entire retention period; and
WHEREAS, the City of Fridley uses the accepted standard format as TIFF in its document
imaging system; and
WHEREAS, the City of Fridley plans to migrate or convert the digital information as needed in
the future to continue to view its imaged records;
WHEREAS, the Uniform Electronic Transactions Act (M. S. 325L.01) makes the storage
medium or a record legally irrelevant; and
WHEREAS, the City would like to dispose of paper files after scanning.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Fridley hereby
declares that it shall be the policy of the City of Fridley to destroy paper records once they are
scanned and stored into the document imaging system.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF FRIDLEY THIS
14TH DAY OF MARCH 2011.
Avd!�—'—Wo-
Scot J. Lund, Mayor
ATTEST:
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Debra A. Skogen, CiRy Clerk