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AIC Sponsored City Records Retention Legislation Introduced

Posted By Justin Ruen, Wednesday, February 10, 2016

AIC sponsored legislation that would allow cities to retain permanent records digitally has been introduced and will be up for hearing soon in the House Local Government Committee.

House Bill 443 would make several changes to the city records retention law. 

(1) Provides a definition for "historical records" and requires such records to be retained in
perpetuity by the city or transferred to the State Archives.

(2) Repeals Idaho Code 50-909 and incorporates the provisions of that section concerning retention of records using photographic or digital media into Idaho Code 50-907.

(3) Cities are authorized to retain permanent records using photographic or digital media, and to
destroy paper originals of non-historical records preserved on photographic or digital media.

(4) Provisions concerning destruction of records that have met their required retention period match the current law, except for language clarifying that historical records cannot be destroyed.

The primary impetus behind the legislation is allowing the larger cities to deal more efficiently and effectively with records like commercial building plans, which are classified as permanent records and are currently required to be kept in paper form forever.  Although the Building Code requires these plans to be kept for the life of the building, they can be retained digitally and free up considerable storage space for other records.  Legislation has already been passed allowing counties and highway districts to retain permanent records digitally.  

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