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Sparks City Council Meeting 4/23/2012 2:00:00 PM
Monday, April 23, 2012 2:00 PM745 4th Street, Sparks, NV 89431
Consent Items: 5.2
Title: Consideration and possible approval of the destruction/disposal of original building plans and associated documents that have been microfilmed.
Petitioner/Presenter: Donna DiCarlo, CRM/Linda K Patterson, City Clerk
Recommendation: Approval of and the destruction/disposal of original building plans and associated documents that have been microfilmed (City Clerk’s Office).
Financial Impact: None
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief: NRS 239.051 allows for the destruction/disposal of original building plans and associated documents once they have been scanned and microfilmed in a manner that complies with the standards of quality approved by the American National Standards Institute, and that a copy of the film is stored in a manner that protects it reasonably from loss. Once the standards have been met, a reproduction of the film is considered an original.
Background: NRS 239.124 directs local entities to follow the procedures they set forth under NRS 239.051, and any other procedures specifically authorized by the City Charter for disposal of any records. The Sparks City Charter does not address records disposal, therefore, the following statute has to be followed. NRS 239.051 states that the Custodian of Records may destroy documents in his custody as long as the documents have been micro-photographed on film that complies with the minimum standards of quality approved by the American National Standards Institute. In addition, one copy of the film must be stored in such a manner as to protect it reasonably from loss and one copy must be maintained for reproduction purposes. A reproduction of the film is deemed to be the original.
Analysis: The City Clerk’s Office has followed the above procedures. Each roll of microfilm has been visually inspected for clarity and indexed for reference and retrieval purposes. Although these items have been microfilmed and the microfilm is considered the original, select items will be kept in paper form.
Alternatives:
Recommended Motion: Move to approve the destruction/disposal of original building plans and associated documents that have been microfilmed.
Attached Files:
Box 76_ 2012 for destruction.pdf
