HomeMy WebLinkAboutDocumentation_Regular_Tab 04_07/10/2008;~
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1. VILLAGE COUNCIL MEETING:
VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
Meeting Date:
7/10/08 Meeting Type: Regular Ordinance #: Click here to eater text.
Consent Agenda: Yes Resolution #: Res 31-08
Originating Department: Clerk
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
This Resolution directs that the records imaged into Laserfiche be considered the official record
(master) copy as allowed in Florida Administrative Code.
3. BUDGET /FINANCIAL IMPACT:
Account #: Click here to enter text Amount of this item: C°:ick here to enter text.
Current Budgeted Amount Available: Amount Remaining after item:
Budget Transfer Required: Choose af~ Appropriate Fund Balance: Choose an item.
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4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
This Resolution directs that the records imaged into Laserfiche be considered the official record
(master) copy as allowed in Florida Administrative Code.
5. APPROVALS:
Dept. Head: v ` ~r~r `CL.I.~/~--- Finance Director:
Attorney: (for legal sufficiency) Yes ^ No ^
Village Manager: ~~ `-~-~-
• SUBMIT FOR COUNCIL DISCUSSION: ^
• APPROVE ITEM:
• DENY ITEM: ^
MEMORANDUM
Village of Tequesta
Clerk's Office
TO: Mr. Michael R. Couzzo, Jr., Village Manager
Honorable Mayor and Village Council Members
FROM: Lori McWilliams, Village Clerk ~,
DATE: June 27, 2008
SUBJECT: Resolution 31-08 - Laserfiched Documents Official Record (Master)
Copy
I would like the Village to approve the attached Resolution which directs that the records
imaged into Laserfiche be considered the official record (master) copy as allowed in
Florida Administrative Code.
We have met all the necessary requirements of the Florida Administrative Code when
implementing the imaging system and are allowed by law to dispose of duplicates
according to General Record Schedules.
In an effort to maintain the integrity of the system, I request that all records imaged be
considered the official master copy and all duplicates be disposed of according to
applicable statutes.
RESOLUTION NO. 31-08
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, PROVIDING FOR
ACCESS TO PUBLIC RECORDS BY REMOTE ELECTRONIC MEANS
IN ACCORDANCE WITH THE REQUIREMENTS OF CHAPTER 119,
FLORIDA STATUTES; FURTHER APPROVING THE KEEPING AND
MAINTAINING OF THE VILLAGE'S RECORD (MASTER) COPY
DOCUMENTS ON ELECTRONIC MEDIA, NAMELY THE VILLAGE'S
LASERFICHE IMAGING SYSTEM, IN ACCORDANCE WITH THE
REQUIREMENTS OF F.A.C. RULE 1B-26.003; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, Sec. 119.01(2)(e), Florida Statutes, provides that access to public
records by remote electronic means is an additional method of access that agencies,
including municipalities, should strive to provide, to the extent feasible; and
WHEREAS, the Village Council desires to provide, to the extent feasible, access
to public records by remote electronic means via the Village's Laserfiche imaging
system; and
WHEREAS, Florida Administrative Code Rule 1 B-26.003 provides regulations
relative to electronic recordkeeping which are applicable to the Village; and
WHEREAS, said Rule provides that the records custodians for agencies,
including municipalities, may designate specific records as the official record, said
records being named the "record (master) copy"; and
WHEREAS, said Rule further provides that the record (master) copy may be
maintained and kept on electronic media so long as the enumerated requirements in
said rule are met; and
WHEREAS, the Village Council desires to approve the keeping and maintaining
of the Village's record (master) copy documents on electronic media, namely the
Village's Laserfiche imaging system; and
WHEREAS, the Village has met all the requirements of the Florida Administrative
Code Rule 1 B-26.003 for maintaining and keeping record (master) copy documents on
electronic media.
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NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1 The above recitals are true and correct, and are adopted and incorporated
herein.
Section 2 The Village Council of the Village of Tequesta hereby provides for and
approves, to the extent feasible, access to public records by remote electronic means
via the Village's Laserfiche imaging system, as an additional method of access.
Section 3 The Village Council of the Village of Tequesta hereby approves the
keeping and maintaining of the Village's record (master) copy documents on electronic
media, namely the Village's Lase~che imaging system. In accordance with the
requirements of F.A.C. Rule 1B-26.003, alt records imaged into the Lase~che Imaging
System are hereby classified as the official record (master) copy and duplicates of such
records may be disposed of by the records custodian in accordance with state law.
Section 4 This Resolution shall take effect immediately upon adoption.
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