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The General Records Retention Schedule for Minnesota Cities sets forth records <br />classifications such as Administration, Elections, Utilities, etc. The Administration <br />categories most relevant to Council member communications are the following: <br />Com�laints - General: General city services, maintenance, repair, citizen <br />complaints. <br />The retention period is 1 year after action completed. <br />Corres�ondence - Messa�es: Transitory messages, e-mail or phone <br />messages of short-term interest which are considered incidental and <br />non-vital correspondence. <br />The retention period is "Until read." <br />Corres�ondence - Historical: Correspondence to/from mayor, city <br />manager, city administrator. Official correspondence that <br />documents important events or major functions of the office. <br />Usually deals with a specific topic, issue, organization or individual. <br />The retention period is permanent. <br />Correspondence - General: No description given. <br />The retention period is 3 years. <br />Section VII of the Policy has been revised to provide further guidance about the <br />retention of electronic communications. The revised Policy has Council Members <br />provide any electronic communications that must be retained under the Record Retention <br />Schedule to the City Manager so each Council Member does not need to store the record. <br />Neither the Minnesota Government Data Practices Act nor the record retention law <br />distinguishes between the storage media of government records or data. By having <br />Council Members provide any electronic communications that must be retained to the <br />City Manager, the Council Members can minimize their involvement in the retention of <br />government records. This process should also reduce the likelihood of retaining multiple <br />copies of government records. <br />RRM: 129573 <br />Attachments: A. Draft Policy <br />B. 2/23/09 RCA <br />C. 2/23/09 Minutes <br />� <br />