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Snapshot 70549286dd25 · verified 2026-06-05 ·
original document ·
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unofficial consolidation, the official version is held by the municipal clerk.
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#67. TOWN OF LUNENBURG PROCEDURAL POLICY:
MUNICIPAL RECORD RETENTION AND DISPOSAL
1.
DEFINITIONS
In this Procedural Policy, unless the context otherwise requires,
(1)
"archival record" means a record no longer required for current
administrative, legal or financial needs, but which has been appraised by
the Town Manager/Clerk as having enduring historical, informational,
evidential or research value;
(2)
"record" means a record of information in any form including books,
documents, maps, plans, machine readable records, drawings,
photographs, letters, vouchers and papers, sound recordings, videotapes,
microfilm, electronic files, electronic mail transmissions, databases and
spreadsheets, and any other information that is written, photographed,
recorded or stored in any manner and that is produced or received by the
Town of Lunenburg; and
(3)
"Town" means the Town of Lunenburg.
2.
CLASSIFICATION SYSTEM AND RETENTION SCHEDULE
The Town adopts the Association of Municipal Administrators (AMA) Record
Management Manual ("Manual") attached hereto as its approved classification system
and records retention schedule for all records.
3.
CARE AND CUSTODY
(1)
Records in the care and custody of the Town are the property of the Town.
(2)
Town employees are responsible for ensuring: all records in their custody
and control are classified in accordance with the approved classification
and retention Manual; records not accessed on a regular basis are
properly stored until final disposition; and compliance with this Procedural
Policy and any other policies, directives or guidelines that may be
developed regarding records management
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4.
DESTRUCTION OF DOCUMENTS
(1)
Before a record is destroyed, the Town Manager/Clerk shall approve same in
accordance with the Manual and this Procedural Policy.
(2)
Records approved for disposal, shall be destroyed in a manner that
preserves the confidentiality of any information they may contain, e.g.,
shredding, incineration, etc.
(3)
A record whose retention period has expired under the approved records
retention and disposition Manual must be destroyed except:
(i)
a request under Part XX, Freedom of Information and Protection of
Privacy, Municipal Government Act is pending on the record;
(ii)
the subject matter of the record is pertinent to pending legislation or
a pending audit;
(iii)
Town Council and/or Department Head(s) request that the record
be retained for an additional period with such request stating the
reason for continued retention;
(iv)
deeds, mortgages or other documents or records relating to the title
of Town real property;
(v)
current Town leases and encroachment licenses;
(vi)
Court records concerning the Town;
(vii)
records required to be kept by any statue;
(viii)
records less than six (6) years old;
(ix)
Town minutes, by-laws or resolutions; and
(x)
Town plans and survey records.