2016 2:00:00 PM

Monday, August 22, 2016 2:00 PM
Council Chambers, Legislative Building, 745 Fourth Street, Sparks, NV

Consent Items: 8.2

Title: Consideration and possible approval of the destruction/disposal of fire reports from 1918 through April 30, 2002. All fire reports from this time period have been microfilmed and scanned into the City's Electronic Imaging Management System (EIMS).

Petitioner/Presenter: Chris Maples, Acting Fire Chief/Chris Maples, Acting Fire Chief

Recommendation: That Council approve the destruction/disposal of fire reports from 1918 to April 30, 2002, as requested.

Financial Impact: None.

Business Impact (Per NRS 237):
A Business Impact Statement is not required. This is a rule but does not impose a direct and significant economic burden on a business, or directly restrict the formation, operation or exemption of a business.

Agenda Item Brief:

NRS 239.051 (Requirements before destruction), allows for the destruction/disposal of fire reports once they have been scanned and microfilmed in a manner that complies with the standards of quality approved by the American National Standards Institute (ANSI), and a copy of the film is stored in a manner that reasonably protects it from loss. Once the applicable standards have been met, a reproduction of the film is considered an original. The paper fire reports proposed for destruction/disposal are from 1918 through April 30, 2002.

Background:

NRS 239.124 (Local govenmental records: Exclusive procedures for destruction) directs local entities to follow the procedures set forth under NRS 239.051 and any other procedures specifically authorized by the City Charter for disposal of records. The Sparks City Charter does not address records disposal, therefore, NRS is followed.

Analysis:

The Fire Department has followed the above procedures. Each roll of microfilm has been visually inspected for clarity and indexed for reference and retrieval purposes. The microfilmed copies of the fire reports are being stored off-site, along with other city documents/records, at Puliz Records Management, 1095 Standard Street, Reno, NV 89506.

The fire reports in question are currently stored in approximately 100 cardboard boxes at Station 1 and take up space that is needed for other purposes. These old fire reports are rarely accessed and are of no significant historic value. They will be shredded by a commercial vendor.

Alternatives:

1. City Council can accept the reccomendation.

2. City Council can choose not to accept the reccomendation.

Recommended Motion:

I move to approve destruction/disposal of the fire reports from 1918 through April 30, 2002.

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