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PROPOSED RESOLUTION
A RESOLUTION RECOGNIZING ELECTRONIC RECORDS MAINTAINED IN LASERFICHE AND HUMAN RESOURCE INFORMATION SYSTEM PAYCOM AS ORIGINAL DOCUMENTS AND OFFICIAL CITY RECORDS
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The proposed resolution updates and replaces Resolution No. 31-13, adopted in 2013, to reflect the City of Luverne’s expanded use of electronic records management systems. The resolution formally recognizes records scanned and maintained in Laserfiche, as well as personnel, payroll, benefits, leave, and other human resources records maintained in Paycom, as official City records when retained in accordance with applicable laws, approved retention schedules, and City records management procedures. The resolution affirms that electronic records may serve as the official record copy if they are complete, accurate, accessible, secure, and protected from unauthorized alteration. It establishes quality control requirements for scanned documents, outlines retention and lawful disposition procedures, authorizes the destruction of eligible paper source documents once verified electronic copies have been created, and preserves requirements for permanent and archival records. The resolution also establishes security, access, backup, and disaster recovery expectations and authorizes City administration to implement related procedures. Adoption of the resolution will modernize the City’s records management practices and align them with current technology and Minnesota records retention requirements.