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2009-22-194 - Records Management Amendment City of Miami Gardens Agenda Cover Memo Council Meeting Date: September 21, 2009 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading x X Public Hearing: (Enter X in box) Yes No Yes No x Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No x Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Sponsor Name Ronetta Taylor City Clerk Department: Office of the City Clerk Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, REPEALING ORDINANCE NO. 2003‐14 RELATING TO THE ESTABLISHMENT OF A RECORDS RETENTION COMMITTEE, PROVIDING FOR ADOPTION OF REPRESENTATIONS; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE Staff Summary: The City of Miami Gardens is moving toward digitizing its municipal records. The Office of the City Clerk as well as other city departments are now utilizing Lasherfish applications by scanning records into digitized formats, thus freeing up much needed space, and saving money on off‐site storage cost. Lasherfish also provides a much faster retrieval process. In 2003 the City Council adopted the State of Florida Records Retention Schedule. This schedule, which is periodically updated by the State of Florida, provides a timeframe for the retention of governmental records. As part of that process the Council also created a Records Retention and Disposition Committee. As the City has progressed and moved forward it has embraced the digitalized/electronic recordkeeping process. As such Section 1B of the Florida Administrative Code provides for the applicable rules and standards for record (master) copies of public records which reside in electronic recordkeeping systems. ITEM I-1) ORDINANCE SECOND READING/PUBLIC HEARING Repealing Ordinance No. 2003-14 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Furthermore, Chapter 119, Florida Statutes, provides requirements under which governments must retain and dispose of public records. Therefore, with applicable safeguards in place (Florida Administrative Code and State Statutes), a City of Miami Gardens Records Retention and Disposition Committee is no longer required. Proposed Action: The City Council approve the proposed ordinance repealing Ordinance No. 2003‐14. Attachment: None.