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Board of Ethics <br />Minutes of Regular Session <br />January 10, 2007 <br />the current standard is, what the current laws are and changes in the law. So for every <br />department head or every manager to have to chase that is burdensome. <br />BLT: Maybe Lincoln can, since he sits on the committee, give us some information in <br />terms of what the committee is looking at in terms of records management. Our office has been <br />moving more and more towards digital. Not even creating some of the documents in paper. <br />Obviously, in a digital format, it is much easier to keep stuff so the problem we have had is that <br />in the meantime under certain county rules or policies as well as state rules and regulations, we <br />still have to keep the paper copy even though we have redundancy in the digital format. <br />KS: I'm looking at our other business about our rules of practice and procedure. <br />I don't know what I am reading here, and what it really means. <br />AL: But I thought there was someplace in here that talks about. <br />BLT: Well on page three of the rules it talks about the maintenance and custody of files <br />and records, but says nothing about how long you have to keep them. <br />AL: Or what ones should be kept. <br />KS: Okay, but then go look at Item 1. 13, Availability of Board Documents, Item (d). <br />BLT: It does say that they are available. <br />AL: Yeah, I knew it was there. <br />BLT: Confidential, and we have not been doing that. <br />KS: So, to me if they can come out with a universal policy, we could defer work on <br />this for a while. <br />BLT: I thought I had seen this somewhere, it just means that there is some work that <br />Karen and I are going to be doing. <br />KS: If you look at the State rule one, and there is one available on the County website, <br />I think it is Planning, I'm not sure. They are all different. The language is different in terms of <br />some of the references they make in terms of either Hawaii Revised Statutes or their own county <br />codes and stuff. It is very difficult. What does that really mean to me? <br />BLT: We need to put that under long -term projects. <br />KS: Yeah. <br />AL: As we go along we can do it from this point on, to go back.... <br />5 <br />