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Subject:	Re: Liquor server clearance records
From:	"King, Douglas" <[log in to unmask]>
Reply To:	Records Management Program <[log in to unmask]>
Date:	Fri, 30 Oct 2015 17:27:06 +0000
Content-Type:	text/plain
Parts/Attachments:	text/plain (25 lines)

Katy --

I would suggest ...

* Check with the State of Colorado agency that oversees local government RM/Archives. If it issues retention schedules for counties, these may be listed.

* Discuss with the agency currently responsible for liquor licensing if these records are still used in the licensing process, and how they are used. What is their value in the enforcement process?

* I would wager that State statutes govern liquor licensing and enforcement. Search out those.

* Confer with other Colorado counties with active RM programs. Boulder comes to mind.

* Confer with your Legal counsel. It's always easier to do all research possible before conferring with Legal counsel, I find -- quicker for them to confirm, than to research themselves from scratch (RM issues tend to be low on the priorities for counties' Legal counsel).

Here is Sedgwick County we try to minimize PII we retain. If I had found these, I would have researched, trying to determine that they have a short term value for enforcement. If I could not match to State schedules, then we would run by our Legal counsel, and take to the State Records Board to create a new records series for all counties to use. If at all possible, I would seek to avoid adding PII into archival collections -- we try to keep those open to researchers, and PII complicates that. Just because they somehow ended up mixed in with records sent to Archives does not mean that they should stay there -- if they should have been destroyed as routine administrative records years ago, then they should be now (in my opinion).

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