Print Procedures pdf. A department of the Minnesota Historical Society responsible for keeping long-term records deemed of archival value to the state but no longer hold a business need for MnDOT.
The body that approves government retention schedules. Membership on the panel consists of the Attorney General, Legislative Auditor in the case of state records, State Auditor in the case of local records, and the director of the Minnesota Historical Society. Jennifer W. Witt jennifer. Megan Bauer Call via Teams megan. Minnesota State Archives A department of the Minnesota Historical Society responsible for keeping long-term records deemed of archival value to the state but no longer hold a business need for MnDOT.
Records Disposition Panel The body that approves government retention schedules. Repository A physical or electronic storage location for documents and records. Retention Schedule An official document that specifies each record series and how long they must be kept. Procedures Prepare and maintain a records retention schedule Responsible Party: Records Manager Identify business records and data that become part of an official transaction. Categorize the records and data by content and determine the retention period, whether required by law or for business needs.
Suspend retention time for legal holds Responsible Party: Chief Counsel For records or data that are the subject of a legal hold, the normal record retention and disposal is suspended until the Chief Counsel lifts the hold.
The records or data must be preserved and not destroyed while the hold is effective. Each record series on the retention schedule specifies the event that starts the retention period, the record repository , and the method of disposal. Paper Records Must be protected from the elements, fire or flood; and Must be transferred to the appropriate person or repository when the owner separates from employment with MnDOT. Electronic Records Must have file formats that are upgradeable for the life of the record and must be capable of being migrated to a different system when necessary; Must be secured and backed up for the life of the record and be readily accessible, retrievable, readable, and destroyed or sanitized in compliance with the MnDOT Retention Schedule; Must be stored on designated MnDOT network drives or business applications; Must not be stored on the computer hard drive, removable drive, personal archives, personal email account, or personally owned devices, such as cell phones or laptops.
