July 23, 2014 at 2:10 p.m.
Committee review records request (09/16/2008)
Jay County Commission on Public Records
By By STEVE GARBACZ-
The Jay County Commission on Public Records met Monday to approve the disposal of old documents.
In their first meeting since September 2007, the committee briefly discussed business for disposal of old public records. The committee approved a public notification that 11 government and school groups had recently destroyed records as determined by their disposal schedules.
The group also considered an additional request from the Jay County Assessor's office to dispose of additional materials not on a specific schedule.
The assessor's office was looking to get rid of files that have been cluttering up the office. The commission, however, was hesitant to let employees in the assessor's office start destroying items.
"This is stuff that's not on any retention schedule," explained Jay County Clerk Jane Ann Runyon.
After scanning the listed items, Jay County Auditor Nancy Culy was the first to express some hesitation about green-lighting the disposal.
"I'd be a little leery of these sales disclosures," she said about one of the items, sales disclosures from between 1997 and 2002. "That seems a little too close for comfort."
The commission was also unsure of specifically what the other items on the list were and called up the assessor's first deputy Diane Stults. Stults looked over the listing and agreed that some of the items probably should be saved at least a few years longer.
The committee moved for the assessor to save the sales disclosures and that the other items would be authorized for destruction at the discretion of Stults. If she determined the office wouldn't need the files, she had permission to toss them.
In the last matter of business, the commission discussed the future implementation of an e-mail records system.
"It is up to this committee sometime to come up with an e-mail retention policy," Runyon said. The state has been sending friendly notices reminding offices that e-mail to government entities is public information and should be saved and available to citizens.
Creating a records system for saving e-mail, though, could cost in excess of $30,000 for a server and software and its money the county would like to avoid spending. The committee decided to wait until more information is available on how to implement a plan and who else around the state has already done it.
"Let's wait and see how demanding the state's going to be," said commissioner Milo Miller Jr.[[In-content Ad]]
In their first meeting since September 2007, the committee briefly discussed business for disposal of old public records. The committee approved a public notification that 11 government and school groups had recently destroyed records as determined by their disposal schedules.
The group also considered an additional request from the Jay County Assessor's office to dispose of additional materials not on a specific schedule.
The assessor's office was looking to get rid of files that have been cluttering up the office. The commission, however, was hesitant to let employees in the assessor's office start destroying items.
"This is stuff that's not on any retention schedule," explained Jay County Clerk Jane Ann Runyon.
After scanning the listed items, Jay County Auditor Nancy Culy was the first to express some hesitation about green-lighting the disposal.
"I'd be a little leery of these sales disclosures," she said about one of the items, sales disclosures from between 1997 and 2002. "That seems a little too close for comfort."
The commission was also unsure of specifically what the other items on the list were and called up the assessor's first deputy Diane Stults. Stults looked over the listing and agreed that some of the items probably should be saved at least a few years longer.
The committee moved for the assessor to save the sales disclosures and that the other items would be authorized for destruction at the discretion of Stults. If she determined the office wouldn't need the files, she had permission to toss them.
In the last matter of business, the commission discussed the future implementation of an e-mail records system.
"It is up to this committee sometime to come up with an e-mail retention policy," Runyon said. The state has been sending friendly notices reminding offices that e-mail to government entities is public information and should be saved and available to citizens.
Creating a records system for saving e-mail, though, could cost in excess of $30,000 for a server and software and its money the county would like to avoid spending. The committee decided to wait until more information is available on how to implement a plan and who else around the state has already done it.
"Let's wait and see how demanding the state's going to be," said commissioner Milo Miller Jr.[[In-content Ad]]
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