[Massplanners] digitization procurement

[Barbara Carboni]

Dan,

I was planning to retain digital and possibly paper copies of all decisions in my department (although redundant as Town Clerk must keep).  If we are not required under the Secretary of State’s schedule to keep the application and other file materials, were I get a court order, I would provide what I have - the decisions.  Could the Court fault a town for not retaining what the governing authority (Sec of State) says we can dispose of?

I love Fridays,

Barbara

Barbara Carboni
Truro Town Planner and Land Use Counsel
(508) 214 0928

From: Daniel Fortier <daniel.j.fortier at gmail.com>
Sent: Friday, August 26, 2022 4:03 PM
To: Steven Sadwick <ssadwick at tewksbury-ma.gov>
Cc: Barbara Carboni <bcarboni at truro-ma.gov>; massplanners-request at masscptc.org; MassPlanners at masscptc.org
Subject: Re: [Massplanners] digitization procurement

We just had a court order to review all Zoning Board Variances for the 1973 to 1980 time period.  It would have been impossible to fill that request if the files had been destroyed. I have always believed our land use records had to be retained forever.

Dan Fortier
Retired
Interim Dennis Town Planner

On Fri, Aug 26, 2022, 3:41 PM Steven Sadwick via MassPlanners <massplanners at masscptc.org<mailto:massplanners at masscptc.org>> wrote:
Barbara,

The retention period for Planning Board/ZBA permits may be controlled by the Secretary of State’s guidance, but how do you square this with the requirements of the open meeting law requiring all material presented at a public meeting being retained?


Steve Sadwick, FAICP
Assistant Town Manager
Town of Tewksbury
978-640-4300



From: MassPlanners <massplanners-bounces at masscptc.org<mailto:massplanners-bounces at masscptc.org>> On Behalf Of Barbara Carboni via MassPlanners
Sent: Friday, August 26, 2022 3:34 PM
To: Barbara Carboni <bcarboni at truro-ma.gov<mailto:bcarboni at truro-ma.gov>>; massplanners-request at masscptc.org<mailto:massplanners-request at masscptc.org>; MassPlanners at masscptc.org<mailto:MassPlanners at masscptc.org>
Subject: Re: [Massplanners] digitization procurement

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All,

Follow up question.  I’m trying to cut down on what needs to be scanned.  The Secretary of State’s Municipal Records Retention schedule provides for disposal of Planning Board/ZBA permit applications and related materials a year after expiration of appeal period for decision.  This would mean no need to scan about 95% of what is in files in my office and in the basement storage room.   It’s hard to get my head around this. Has anyone taken the plunge?

Thanks and have a good weekend.

Barbara

Barbara Carboni
Truro Town Planner and Land Use Counsel
(508) 214 0928

From: MassPlanners <massplanners-bounces at masscptc.org<mailto:massplanners-bounces at masscptc.org>> On Behalf Of Barbara Carboni via MassPlanners
Sent: Thursday, August 25, 2022 2:18 PM
To: massplanners-request at masscptc.org<mailto:massplanners-request at masscptc.org>; MassPlanners at masscptc.org<mailto:MassPlanners at masscptc.org>
Subject: [Massplanners] digitization procurement

All,

Has anyone prepared a solicitation/IFB for services to scan records?  There is a statewide contract that covers this, but I still need to prepare a description of the services.

Thanks,

Barbara

Barbara Carboni
Truro Town Planner and Land Use Counsel
(508) 214 0928

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