The human resources department currently maintains physical personnel and benefit files and would like to convert these personnel files to electronic files and store in Laserfiche.  This would allow these files in the future to be more readily accessible by appropriate staff, eliminate the space required for storage, and provide safeguards of the files.  Electronic records retention eliminates the concern of losing files if the building were to be physically damaged (i.e. fire, natural disaster, malicious acts) as well as provides a record of individuals that have accessed those files.

Record retention of personnel files according to Minnesota State Statutes require that various records maintained in these files from 1 year to permanent.  The city has approximately 1,500 to 2,000 personnel files and 100,000 to 200,000 documents that would be converted to electronic format.  As part of this process these files will be sorted, organized and records that have met their required retention will be destroyed.

The project will require scanning and indexing of the files and will be completed by the Terri Valiant, Records Clerk who has a vast knowledge and experience with these type of projects.  In addition, the city is proposing the addition of a temporary position to assist with the project and backfill responsibilities of the records clerk.  The city intends to reach out to an individual that assisted with elections to fill that role.