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CITY COMMISSION AGENDA MEMO January 4, 2017, FROM:Jared Basinger, Assistant to the City ManagerMEETING:January 16, 2018SUBJECT:Record Retention and Disposition Schedule and PolicyPRESENTER:Jared Basinger,

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How to fill out record retention and disposition

01

Start by gathering all relevant records and documents that need to be retained.

02

Sort the records based on their importance and categorize them into different folders or files.

03

Determine the appropriate retention period for each category of records based on legal requirements, industry standards, and internal policies.

04

Create a record retention and disposition schedule that outlines the retention periods for each category of records.

05

Develop a secure storage system or utilize a reliable record management software to store and organize the retained records.

06

Regularly review and audit the record retention and disposition schedule to ensure compliance with changing regulations and business needs.

07

Dispose of records that have reached their retention period in a secure and confidential manner, following proper disposal protocols.

08

Keep proper documentation of the records disposal process, including dates, methods used, and any legal or regulatory requirements fulfilled.

Who needs record retention and disposition?

01

Almost every organization, whether small or large, needs record retention and disposition.

02

Government agencies, financial institutions, healthcare providers, legal firms, and businesses operating in regulated industries have explicit legal requirements for record retention and disposition.

03

Even organizations without specific legal obligations can benefit from implementing record retention and disposition practices to improve efficiency, reduce storage costs, and minimize legal risks.

04

In summary, any entity that generates or receives records as part of their operations can benefit from record retention and disposition.

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