Records - September 24th 2014

Records Commission Meeting
Wednesday, September 24, 2014 - 12:00 p.m.
Mayfield Village Civic Center


Attending:  Mary Beth Betsa, Diane Calta, Cheryl Garinger, Laurie Hughes, Susan Jerome, Suzanne McCann,   Maura McKinley, Patsy Mills, Nancy Plastine, Jean Vitek and Danielle Echt.

(Printable/PDF document)

Introduction:  The meeting was called to order at approximately 12:35 p.m.  Cheryl made a motion to accept the July 30, 2014 Minutes.  Nancy seconded.  All in attendance approved. 


Revisions to Records Retention Schedules

  • Mary Beth said revisions have been made and she distributed each department’s copy at the meeting with the exception of Administration, Finance, Senior Services and the Building Department.   She asked that everyone have their Department Head review, sign off and return to her.   Mary Beth reminded everyone to look at the media type to see if it should list multi instead of paper.   If adjustments are needed, let Mary Beth know. 
  • Cheryl said that the Fire Department’s log book would be switching from paper to electronic by year’s end because there is a new software company.    Diane said once it goes electronic, they would follow the same retention schedule.   If it’s being maintained on a server and someone requests it, it has to be made available.   Diane said they have not found a good way to purge electronic records yet.   There was a discussion about software companies and if they need to be made aware of the Village’s retention schedules.   Diane said the Village will maintain records according to their policy and the software companies should follow the schedule too.  She said electronic issues are still something that needs to be worked on and unfortunately there are not any recommendations out there right now.   Cheryl suggested that the chiefs may need to be made aware of these retention schedules too so they know what to look for when they shop around. 
  • Maura said that some of the Police Department records are uploaded to a state database.  Cheryl said that also applies to the Fire Department.   Diane said if the information is on a state site then the state has their own retention schedules.
  • Susan said that the Service Department has work orders on paper and electronic format.  She said she wants to keep the electronic format for history and asked if it is okay to get rid of the paper format once it’s no longer necessary.  Diane said whatever medium it is stored on is fine.  She said down the road, we have to be able to access the electronic format. 
  • Cheryl asked  if a company folds or there is new updated software and it can no longer be accessed, it’s gone and we don’t have to provide anything?   Diane said yes.    She said you can always keep more but if there is a request and we have it, it has to be produced.
  • Mary Beth reported that the Administration’s Record Retention Schedule is general and that can apply to other departments as well.  She said that text messages will also be added to the schedule.


Off-site Storage Update

  • Mary Beth said that Cintas has some boxes that are past the destruction dates so they are requesting destruction. She said we just received the list so we will look it over and let the appropriate departments know before proceeding.


Shred Day

  • Patsy reported that Cintas provided us with the following report from the 2014 Shred Day: shred 7,200 pounds or 3.6 tons of paper.   Based upon those numbers it saves the environment:  7 barrels of oil, 61 trees, 11 cubic yards of land fill and 25,200 gallons of water.  
  • Mary Beth said that she is gathering quotes for Shred Day to be held in May 2015.


Public Records Policy Revisions

  • Diane reported that she looked at the current model from the Attorney General and there is no need for revisions at this time.


Status of Public Records Requests

  • Diane reported that the Police Department receives requests often and all requests are satisfied.
  • Mary Beth said that there was one request where the boxes were stored off-site.   Based upon our policy the Village is allowed to charge the actual cost of pulling the boxes.   The requestor challenged that initially and the law department had to reiterate that part of the policy.   There was no further challenge.  Diane said since the 2008 opinion, nothing has changed.  She said within the last year, engineers had a software upgrade and couldn’t access old information without a patch to access the information with the upgraded package.  She said we were able to pass the patch cost of $2,000 to anyone who requested access to the old information.  
  • Mary Beth reported that there was a recent request for employee names and salary.   She said the information is being compiled.    Mary Beth asked if employees had to be notified.    Diane said to check the employee files because some may have requested notification when personnel requests were made.   Mary Beth suggested sending a mass email to employees.    Susan said the part time employees may not check email so she suggested posting on the Service Department bulletin board.  Mary Beth will prepare a memo to the departments.


Legislative Updates

  • Diane and Mary Beth each said there was none


House Bill 9 Training Session-May 2015

  • It has been scheduled for May 15, 2015.


Open Discussion

  • Mary Beth said she will be updating the Public Records Manual that is in each department.   She will give everyone the inserts once they are ready.
  • The meeting concluded at 1:15 p.m.


Next Meeting:  Wednesday, November 12*, 12:00 p.m. at the Civic Center

*After the meeting a conflict with the calendar was discovered.  The new date will be sent shortly.

Danielle M. Echt