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Brentwood City Commission Agenda

Meeting Date:	08/24/2020
Resolution 2020-75 - Revisions to the Retention Schedule for Official Records of the City of Brentwood
Submitted by:	Holly Earls, Administration
Department:	Administration

Information

Subject

Resolution 2020-75 - Approval of revisions to the Retention Schedule for Official Records of the City of Brentwood

Background

In 2007, the Board of Commissioners adopted a retention schedule to establish appropriate periods for retaining various types of official records of the City. At the end of a record's retention period, the City may dispose of the record. Revisions to the retention schedule were adopted in 2009, 2015, and 2019.

The City's retention schedule is based largely on a records retention manual created by the University of Tennessee's Municipal Technical Advisory Service (MTAS). Tennessee Code Annotated Section 10-7-702 required MTAS to publish its manual as a guide to municipalities; however, the City's records retention schedules includes some types of records that are not addressed in the MTAS manual. For example, MTAS does not specifically recommend a retention period for in-vehicle digital video in fire apparatus.

Due to the expense and impracticability of maintaining large volumes of video recordings for a long period, staff recommends that the City's records retention schedule be revised to add a provision covering recordings from the City's fire apparatus in-vehicle digital video and providing that the recordings shall be maintained for a period of seven (7) days unless otherwise needed for training purposes.  (See page 18, section F-8.)

Staff also recommends another revision adding a provision covering recordings from the City's unmanned aerial system and providing that the recordings shall be maintained for a period of ninety (90) days unless otherwise needed for training purposes.  (See page 19, section F-14.)

A complete copy of the retention schedule with the proposed revision is attached.

Staff Recommendation

Staff recommends approval of the attached resolution authorizing revisions to the Retention Schedule for Official Records for the City of Brentwood.

Previous Commission Action

The Board of Commissioners adopted Resolution 2007-10 on February 26, 2007 which initially established the Retention Schedule for Official Records of the City of Brentwood, Tennessee.

The Board of Commissioners adopted revisions to the Retention Schedule on February 9, 2009 by Resolution 2009-12, November 9, 2015 by Resolution 2015-73 and March 11, 2019 by Resolution 2019-20.

Fiscal Impact

Amount :	N/A
Source of Funds:
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Fiscal Impact:

Attachments
Resolution 2020-75
Revised Retention Schedule
Signed Resolution