HomeMy WebLinkAbout36 Record Retention Policy TAB 36
RECORD RETENTION
POLICY
May 13 , 2014
CITY OF LANSING
POLICEMEN'S AND FIREMEN'S RETIREMENT SYSTEM BOARD OF TRUSTEES
EMPLOYEES' RETIREMENT SYSTEM BOARD OF TRUSTEES
RECORDS RETENTION AND DISPOSAL POLICY
I. Purpose.
The Lansing Policemen's and Firemen's Retirement System Board of Trustees and the Lansing
Employees' Retirement System Board of Trustees (collectively, the "Board") establish the
following policy to provide a schedule for the retention and disposal of certain records.
II. Policy.
A. The retention and disposal of the Board's records shall be governed by the current City of
Lansing Records Retention and Disposal Schedule, as amended, particularly those provisions
applicable to the Finance Department, except as amended as follows:
Description Total Retention
Annual Report. PERM
Pursuant to Sections 294.02(c) and Section
292.10 of the Lansing Codified Ordinances,
each calendar year the Board receives a written
report that, in conjunction with the investment
performance report of the Board's financial
consultant, shows the fiscal transactions of the
retirement system for the preceding year.
Meeting Records—Open Sessions, PERM
These records document the proceedings of the
Board and any subcommittee or advisory
committee. They include the approved
minutes and agenda packets containing any
information distributed to the Board for
review. Audio/visual recordings of the
meetings can be destroyed once the minutes
are approved.
Meeting Records—Closed Sessions. EVT+ 1 year and 1 day
These records may consist of minutes taken
during a closed session of the Board, including
any audio/visual recordings. Closed session
meeting records may be destroyed 1 year and 1
day after approval of the minutes of the regular
meeting at which the closed session was
approved.
Public Notices. CR+ 1 year
These records consist of notices of meetings
and elections.
Resolutions. PERM
These resolutions are adopted by the Board and
include the language of the resolution and any
supporting documents.
Presentation Materials. EVT+ 30 days
These records consist of any presentation
materials pertaining to investments, investment
opportunities or the allocation of retirement
system assets given to the Board at a regular or
joint meeting.
Agreements/contracts. EXP+h years
These contracts may cover a variety of services
including Medical Director and financial
consultant.
Board Policies and Procedures. SUP
These records consist of any policy or
procedure adopted by the Board.
Legal Opinions. PERM
These records document Iegal opinions issued
by the City Attorneys Office or the Board's
legal advisor.
Informal Correspondence. CR+ 30 days
These records document written inquires from
retirement system members, City departments,
City officials or the public that do not result in
Board action.
Formal Correspondence. PERM
These records document written requests,
responses or inquiries issued by or on behalf of
the Board.
Disability Information PERM
Medical Director Reports
Death Audit Information PERM
(deleted electronic information to be moved
from delete folder and kept in secure file in
accordance with Board policy)
B. The records described in paragraph A above shall be retained in the Retirement Office or
such other location designated by the Board. The Retirement Secretary, or his or her designee,
shall be responsible for destroying the Board's records described in paragraph A above in
accordance with this Policy.
C. For purposes of this policy, the following words shall have the meanings respectively
ascribed to them by this paragraph:
C'R means creation date.
EVT means event.
EXP means expiration date.
PERM means permanent.
Records consist of recorded information that is created or received by the Board in the
course of performing official functions. Records can be recorded on any physical form or
medium, including paper or electronic. Examples of records include, but are not limited
to, memoranda, letters, documents, emails, reports, agreements, contracts, pictorial or
graphic works.
SUI'means superseded.
Policy adopted: May 13, 2014, Police and Fire Board of Trustees
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