Laura:

According to the State of Virginia General Schedules for locality government, agenda packets (as described below) are kept for 3 years:

Agenda and Supporting Documentation Files

This series documents scheduled and/or published agendas

and public notices of board of supervisors or city/town council meetings along with materials reviewed or used by the board/council in making decisions. May also include other items presented to the board/council or introduced by board/council members. Code of Virginia § 2.2-3707.



Ginny Jones

(Virginia A. Jones, CRM, FAI)

Records Manager

Information Technology Division

Newport News Dept. of Public Utilities

Newport News, VA

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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Laura Maguire
Sent: Monday, September 28, 2009 1:48 PM
To: [log in to unmask]
Subject: [RM] Meeting Packet Retention



This is my first post to this group, so please allow me to introduce myself...My name is Laura Maguire and I have only been in Records Management for 5 months.  I work in the City Clerk Department of the City of Thousand Oaks in California.



We are looking for feedback from cities regarding retention of City Council and/or Planning Commission meeting packets (agenda plus staff reports).  Our current retention is 10 years in paper and electronic formats.  Recently we have had requests to keep them permanently in the electronic format so that staff can access old staff reports and background information on presented items.  We would appreciate knowing your retention on these packets in hard copy and electronic format if different and any other input you may have.  Please feel free to contact me off-list.



Thanks.



Laura Maguire

Records Management Analyst

City Clerk Department

City of Thousand Oaks

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