Agenda - 03-11-2014 - 2 - Laserfiche WebLink

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8 • Fifteen departments make use of the"off-site" conditioned storage lockers located at the EACon Fbvere Fbad for records storage; • Three departments store items in the unconditioned space at 510 Meadowlands Fbad; • Twenty departments indicated that there are regulatory requirementsfor records retention for records for their departments; • Fifteen departments indicated that they routinely retain records beyond the required retention period for their department/agency, primarily for historical reference and institutional memory; • Eighteen departments indicated that electronic storage of at least some of the recordsthey are required to retain is acceptable(would have additional unbudgeted cost implications for ITscanning project); • Seventeen agencies indicated that off-site storage of required records isacceptable; • Several departments currently use office space for storage of records, equipment, etc. Fboommendationsl Next Steps Asset Management Services staff is preparing a written policy for presentation to the Board for review and potential adoption for storage of records and other items requiring storage that will ensure: • F=requently accessed records and other items needed to be housed " locally" will be stored within departments; infrequently accessed records and items will be efficiently stored in designated off-site storage locations; • Designated office space is not used for records or equipment storage; • Fbgulatory requirementsfor records retention are met; • County needs and wishesfor the identification and retention of recordswith historical significance are maintained beyond regulatory requirements,where applicable; • Fbcordsthat will not be maintained for historical reference are routinely destroyed and/or recycled at the end of the required retention period.