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RECORDS MANAGEMENT POLICY

Village of Nashville

County of Barry, Michigan

 

Minutes of a Regular Meeting of the Village Council of the Village of Nashville, County of Barry, State of Michigan, held in the Village Hall in said Village on February 24, 2005 at 7:00 p.m. prevailing Eastern Time.

 

PRESENT:       Council Members: Bracy, Kenyon, Coll, Seaton, Dunham

 

ABSENT:        Council Members: Coll, one open seat

 

The following preamble and Resolution were offered by Council Member Bracy and seconded by Council Member Kenyon.

 

WHEREAS,     1913 PA 271, Section 5(2), as amended, that being MCL 399.5(2), provides “a record that is required to be kept by a public officer in the discharge of duties imposed by law, that is required to be filed in a public place, or that is a memorial of a transaction of a public officer made in the discharge of a duty is the property of this state and shall not be disposed of, mutilated, or destroyed except as provided by law”

 

WHEREAS,     The Michigan Municipal League, the State Administrative Board, the Michigan Historical Center and the Michigan Treasury Department, Local Audit and Finance Division, have approved a records retention and disposal schedule to be used by Michigan’s City and Village offices for the disposition of their usual records, a copy of which is attached hereto and made a part hereof.

 

NOW, THEREFORE, BE IT RESOLVED That the Village Council of the Village of Nashville adopts by reference the General Records Retention and Disposal Schedule #8 in its entirety.

 

AYES:             Council Members: Bracy, Kenyon, Coll, Seaton, Dunham

 

NAYES:          Council Members: none

 

RESOLUTION DECLARED ADOPTED

 

RECORDS MANAGEMENT POLICY

GENERAL SCHEDULE #1

Village of Nashville

Non-Record Material Defined

 

The following specific types of materials are designated as “non-record” and may be disposed of at the convenience of the local public official having jurisdiction over it without complying with the disposal procedures required under Section 399.5 MCL (1948), as amended by Public act 68 (1959):

 

  1. Extra copies of correspondence and other documents preserved only for convenience of reference:

 

a.       “Reading file,” “Tickler file,” “Suspense file,” “Follow up file,” etc.

    1. Identical copies of all documents maintained in the same office.
    2. Outdated copies of printed or processed materials of which official copies have been retained for record purposes.

 

  1. All blank forms, books, etc., which are outdated.

 

  1. Materials neither made nor received in pursuance of statutory requirements nor in connection with the functional responsibilities of the office:

 

    1. Privately purchased material kept at the office for convenience.
    2. Correspondence of a personal nature kept at the office for convenience.
    3. Notices of employee meetings, community affairs, etc.

 

  1. Preliminary drafts of letters, reports, and memoranda which do not represent significant basic steps in preparation of record documents.

 

  1. Shorthand notes and mechanical recordings which have been transcribed.

 

  1. Routing and other inter-departmental forms which do not add any significant material to the activity concerned.

 

  1. Stocks of publications and processed documents preserved for supply proposed only.

 

Note: All other materials either created or received in pursuance of statutory requirements or in connection with the transaction of public business belong to the office concerned and are government property and not the personal property of the officer or employees concerned.

 

Therefore, any material not included in the above definition cannot be destroyed, given or taken away, or sold without complying with all statutory requirements specifically relating to the record and/or with the provisions of Section 399.5 MCL (1948), as amended by Public Act 69 (1959).