<html><head><meta http-equiv="content-type" content="text/html; charset=utf-8"></head><body dir="auto">We once had a presentation from a representative of the state public records who advocated destroying records once that is allowed and you get the state sign off. His reasoning was to save dramatically on future searches. That is all based, of course, in good faith disposal when there is no reason to think there will be a specific request.<div><br></div><div>I have always been an advocate of scanning critical records so they are available and searchable, and then destroying all paper records that in accordance with an approved schedule.<br><br><div dir="ltr">Wayne Feiden<div><div><br></div><div><span class="Apple-style-span" style="-webkit-composition-fill-color: rgba(175, 192, 227, 0.231373); -webkit-composition-frame-color: rgba(77, 128, 180, 0.231373); ">Forgive typos. This from my small phone.</span></div></div></div><div dir="ltr"><br>On Aug 26, 2022, at 4:19 PM, Daniel Fortier via MassPlanners <massplanners@masscptc.org> wrote:<br><br></div><div dir="ltr"><div dir="auto">Actually the court order required us to have access to the application. The request was had any relief been sought under a very specific section of the Zoning Bylaw. So.... minutes and decisions were easy to find. Files took lots of time to sift through. <div dir="auto"><br></div><div dir="auto">We have also has to research specific site plans back to the 70s.</div><div dir="auto"><br></div><div dir="auto">Dan Fortier </div><div dir="auto">Retired </div><div dir="auto">Interim Dennis Planner </div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Fri, Aug 26, 2022, 4:13 PM Barbara Carboni <<a href="mailto:bcarboni@truro-ma.gov">bcarboni@truro-ma.gov</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
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<p class="MsoNormal">Dan,<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">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?<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">I love Fridays,<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Barbara <u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Barbara Carboni<u></u><u></u></p>
<p class="MsoNormal">Truro Town Planner and Land Use Counsel<u></u><u></u></p>
<p class="MsoNormal">(508) 214 0928<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><b>From:</b> Daniel Fortier <<a href="mailto:daniel.j.fortier@gmail.com" target="_blank" rel="noreferrer">daniel.j.fortier@gmail.com</a>> <br>
<b>Sent:</b> Friday, August 26, 2022 4:03 PM<br>
<b>To:</b> Steven Sadwick <<a href="mailto:ssadwick@tewksbury-ma.gov" target="_blank" rel="noreferrer">ssadwick@tewksbury-ma.gov</a>><br>
<b>Cc:</b> Barbara Carboni <<a href="mailto:bcarboni@truro-ma.gov" target="_blank" rel="noreferrer">bcarboni@truro-ma.gov</a>>; <a href="mailto:massplanners-request@masscptc.org" target="_blank" rel="noreferrer">massplanners-request@masscptc.org</a>; <a href="mailto:MassPlanners@masscptc.org" target="_blank" rel="noreferrer">MassPlanners@masscptc.org</a><br>
<b>Subject:</b> Re: [Massplanners] digitization procurement<u></u><u></u></p>
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<p class="MsoNormal">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. <u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Dan Fortier <u></u><u></u></p>
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<p class="MsoNormal">Retired <u></u><u></u></p>
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<p class="MsoNormal">Interim Dennis Town Planner <u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">On Fri, Aug 26, 2022, 3:41 PM Steven Sadwick via MassPlanners <<a href="mailto:massplanners@masscptc.org" target="_blank" rel="noreferrer">massplanners@masscptc.org</a>> wrote:<u></u><u></u></p>
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<p class="MsoNormal">Barbara,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">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?<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
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<p class="MsoNormal">Steve Sadwick, FAICP<u></u><u></u></p>
<p class="MsoNormal">Assistant Town Manager<u></u><u></u></p>
<p class="MsoNormal">Town of Tewksbury<u></u><u></u></p>
<p class="MsoNormal">978-640-4300<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
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<p class="MsoNormal"><b>From:</b> MassPlanners <<a href="mailto:massplanners-bounces@masscptc.org" target="_blank" rel="noreferrer">massplanners-bounces@masscptc.org</a>>
<b>On Behalf Of </b>Barbara Carboni via MassPlanners<br>
<b>Sent:</b> Friday, August 26, 2022 3:34 PM<br>
<b>To:</b> Barbara Carboni <<a href="mailto:bcarboni@truro-ma.gov" target="_blank" rel="noreferrer">bcarboni@truro-ma.gov</a>>;
<a href="mailto:massplanners-request@masscptc.org" target="_blank" rel="noreferrer">massplanners-request@masscptc.org</a>;
<a href="mailto:MassPlanners@masscptc.org" target="_blank" rel="noreferrer">MassPlanners@masscptc.org</a><br>
<b>Subject:</b> Re: [Massplanners] digitization procurement<u></u><u></u></p>
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<p class="MsoNormal">All,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">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? <u></u><u></u></p>
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<p class="MsoNormal">Thanks and have a good weekend.
<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Barbara<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
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<p class="MsoNormal">Barbara Carboni<u></u><u></u></p>
<p class="MsoNormal">Truro Town Planner and Land Use Counsel<u></u><u></u></p>
<p class="MsoNormal">(508) 214 0928<u></u><u></u></p>
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<p class="MsoNormal"><b>From:</b> MassPlanners <<a href="mailto:massplanners-bounces@masscptc.org" target="_blank" rel="noreferrer">massplanners-bounces@masscptc.org</a>>
<b>On Behalf Of </b>Barbara Carboni via MassPlanners<br>
<b>Sent:</b> Thursday, August 25, 2022 2:18 PM<br>
<b>To:</b> <a href="mailto:massplanners-request@masscptc.org" target="_blank" rel="noreferrer">massplanners-request@masscptc.org</a>;
<a href="mailto:MassPlanners@masscptc.org" target="_blank" rel="noreferrer">MassPlanners@masscptc.org</a><br>
<b>Subject:</b> [Massplanners] digitization procurement<u></u><u></u></p>
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<p class="MsoNormal">All,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">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.
<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Thanks,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Barbara<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Barbara Carboni<u></u><u></u></p>
<p class="MsoNormal">Truro Town Planner and Land Use Counsel<u></u><u></u></p>
<p class="MsoNormal">(508) 214 0928<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">This communication may contain privileged or other confidential information. If you are not the intended recipient, or believe that you have received this communication in error,
please do not print, copy, retransmit, disseminate, or otherwise use the information. Also, please indicate that to the sender and delete the copy you received. When writing or responding, please remember that the Secretary of State’s Office has determined
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