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HomeMy WebLinkAbout11-21 Document Management POLICY Section Policy No. Page .Xnexhill Office 11-21 1 of 3 COUNTY policy Title Date: Motion No. Records Management July 20, 2021 300/21 Purpose: This policy is to establish a program to ensure that all records of Kneehill County are managed and controlled in a systematic manner, from creation to disposition, in accordance with legal, regulatory, and operational requirements. Policv Guidelines: All Records must be maintained in a systematic fashion.A Records Program is developed to provide guidance to all staff and includes a Procedure Manual for Managing Records to instruct staff regarding the processes involved with maintaining a uniform Records system. Having a designated Records Program will improve the availability of Records required in the management of County activities, protection of legal rights, assurance of statutory compliance, assist processing FOIP related services, support tax and audit requirements, and to ensure the availability of necessary information for the resumption of operations in the event of a disaster. Kneehill County will provide a retention and disposition schedule built in accordance with ISO 15489 Standards. The schedule is an administrative document which is in collaboration between the Records Management Coordinator and Kneehill County departments. Roles& Responsibilities: Council • consider and approve Records Management Policy Chief Administrative Officer • inform Records Management Coordinator of any litigation that may require a Records Freeze participate in the discussions and deliberations regarding Procedure Manual for Managing Records • approve Procedure Manual for Managing Records and any amendments, including the retention schedule • ensure all Records of the municipality are kept safe and are accurate representations(per MGA) • represent Kneehill County as the Head of the public body in respect to FOIP concerns and decisions • encourage the use of the Records Management Program organization wide Legislative Services Officer • oversee Records Management Program development and monitor activities • provide leadership with respect to the Records Management Program • present recommendations at the manager's meetings regarding Records Management Program concerns that require the direct attention of the group POLICY Section Policy No. Page Office 11-21 2 of 3 Policy Title Date: Motion No. Records Management July 20, 2021 300/21 Information Management Supervisor • ensure that back-ups(electronic records) are completed • secure electronic documents from internal/external threats • assist in Records search involving servers, network drives, storage apparatus, and/or electronic devices when required • ensure Records on portable devices are protected in the event the device is lost or stolen • provide technical administration/support for electronic Records programs, including shared drive and Records Management software • assist with Records Freeze procedures Records Management Coordinator ■ develop and implement a corporate Records Management Program for Kneehill County • develop, control, and maintain a uniform file classification system • create and monitor a document retention and disposition schedule • create and maintain a Procedure Manual for Managing Records ■ inform necessary staff about a Records Freeze without revealing sensitive information • assist Information Management Supervisor with basic program administration for Records Management software ■ collaborate with Protective Services to customize procedures needed to meet the unique record requirements of this Department ■ develop a vital Records component within the Records Management Program • provide training and support to staff regarding Records Management practices ■ process/research FOIP requests Directors and Managers • maintain records in accordance with the Procedure Manual for Managing Records • contact Records Management Coordinator with questions, concerns, or special requirements regarding records • utilize the Records Management Program within their department • assist Records Management Coordinator in identifying vital Records Employees • maintain records in an organized fashion as outlined in the Procedural Manual for Managing Records • responsible to follow the practices in the Procedure Manual for Managing Records • contact Records Management Coordinator with questions and/or concerns regarding records • notify Information Management Supervisor about technical issues relating to equipment and softwa re POLICY Section Policy No. Page Office 11-21 3 of 3 Policy Title Date; Motion No. Records Management July 20, 2021 300/21 Jerry Wittstock, ike Haugen, Reeve CAO Approved: April 11, 2012 178/12 Approved: May 24, 2016 239/16 Approved: July 20, 2021 300/21 Review Date: July 20,2025 E_