Records Management. What should I think about keeping

Transcription

1 Records Management What should I think about keeping

2 What is Record Keeping? 2

3 From the Cambridge Dictionary the activity of organizing and storing all the documents, files, invoices, etc. relating to a company's or organization's activities. 3

4 Does this mean one-size-fits all? Figure out what works for your township! It is ok to be creative 4

5 Do you have a system? 5

6 What is a Record Keeping system? Systematic procedure Create Capture Maintain Dispose Ensures preservation Accurate & efficient updating Availability Control of access 6

7 This is not a recommended system But it may be your to be filed 7

8 What should I consider keeping? 8

9 Claims What records relate to each other? Original invoice Claims list for approval w/signatures ACH/EFT tracking paperwork Credit Cards original receipts Check number used to pay Bank Statement 9

10 REMINDER If you void a check, it should be noted in the minutes. 10

11 You have your record Now to file it Paper files Electronic files Your choice key is can you locate it again 11

12 Receipts Original paperwork (state/county) Triplicate receipt Even ACH/Direct Deposit transactions should have a receipt for transparency. 12

13 Bank Statements 13

14 Fund Transfers Receipt Disbursement Board Motion 14

15 Not so Straightforward Records 15

16 Township Ordinances Ordinance Book/File What if you need an old one? Your recordkeeping should include a system of dating these documents. Ordinance, signed. Copy of the publication affidavit Any other pertinent materials MN Statute compliance 16

17 Resolutions Chapter 6 Manual & relevant statutes Resolution book Keep list by number Is it published? Affidavit Does it get recorded? Does it have to do with a road? Cross-reference system Remember resolution is a descriptive title of the form of action. Statutes can determine content. 17

18 Public hearings TM 1000 GF 2000 Statutory PH requirements here Notice published/affidavit Notice mailed/certified/receipts Records Retention for meeting notices is 6 years. Which to follow? When to be more specific? Findings of facts need to be in minutes Check Records Retention nothing public hearing, just meetings. Check statutes different hearings have different notification requirements/records. 18

19 Public hearings RECOMMENDATIONS Tape record all hearings Written record must be kept (minutes) Collect/preserve all documents presented or referred to at the hearing. Board should provide safe place for storage Findings of fact need to be developed. 19

20 Records need to be accessed after we are no longer with the township! 20

21 Contracts C 6000, C4000 & Chapter 9 in Manual The physical, signed contract. Supervisors? Resolution Did something change notes are helpful Minutes motion approving/passing contract Advertisements? Affidavits of publication in file IC 134, W-9, Certificate of Insurance, bonds Quotes? Keep for a few years as reference Sealed Bids? 6 years Partial payments certifications 21

22 Contractor vs. Employee Contractor submits itemized bill and township pays. Contractor you give job parameters/completion deadline. Employee you pay taxes/benefits Employee - you tell when to do job. IRS will help form SS-8 22

23 Employees What to have on file W-4 Mn New Hire I-9 PERA option/exclusion Oath of office paperwork Certificate(s) of election Training Certifications (remember LBAE, election training, etc.) Letters re: leave of absence Copy of Conflict of interest resolution? Non-elected employee reviews? 23 Other

24 Roads & Minutes All townships with at least one road have some or all of these records 24

25 Roads Minimal you know it is township road and maintain it each year. Somewhere it is written down. Good - above plus recorded road order. Better - above plus road tour comments/condition scores from each year. Best - all of the above plus dated information/photos of bad spots prior to repair and after; various notes from repairs made; costs; etc.. A complete record. 25

26 Minutes Electronic or paper permanent retention What about photos or submitted items? Attachments vs. reference to full text on file. Important to archive properly Take good care of minutes and they can take good care of Township. 26

27 Annual Town Meeting TM 6000 & Chapter 6 in manual Board of Audit Report clerk reads Treasurer s report due in writing to clerk 5 days prior to annual meeting. Clerk to post at least ½ hour before meeting. Treasurer gives report at annual meeting. Supervisors Road Report Agenda Levy recommendations/what passed Sign in sheet recommended, not required. Minutes from previous meeting. Note times of motion votes in minutes. This Photo by Unknown Author is licensed under CC BY-SA 27

28 Quick check list for Record Evaluation Is the record required by statute? Is the record on the records retention list? Does the record impact a road/property? Is the item recorded elsewhere? Is the record of historical significance? Is the record required by the State Auditor s legal compliance audit guide? 28

29 Thank you