2007-02-14 Board of Ethics Minutes Regular Session

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Board of Ethics Minutes of Regular Session February 14, 2007 understand it. But what I understand is they overwrite it three times and then they literally take the thing out back and whack it with the hammer. It is that involved. But with respect to you folks, you are all okay because our office, we have your records, so unless you feel differently we will just handle your records as we handle our office records. With respect to destruction the physical records, they will be shredded and the electronic stuff will be done through Data. Information from the hard drive will be given to Data to deal with. I would be more than happy to answer any questions you may have. WJ: So in regards to this memorandum? LSA: I've already responded on behalf of our office. Unless you feel that you have any special issues, concerns, or needs in respect to the financial disclosures or something, I can address that or I can work with Bobby to address that. I am here because you asked that I come and address this. WJ: So, for us there is no further action that is required? LSA: I think you can just file it. Bobby Jean do you have any suggestions? BLT: No, since our office is the repository for the information we can just defer to the same standard which it is designed to protect. Things like social security numbers and things that allow someone else to have information where they can steal someone's identity as well as things that someone might not want to have publicly disclosed. It is more financial for Board of Ethics, it is financial information. Most of our disclosures are on paper, we don't put them in electronic format, and they will get shredded. WJ: How many years after? LSA: Bobby Jean and Karen had come to talk to me. You know our office went paperless, we now do everything electronically. Everything gets digitized in our office except one thing and that is the financial disclosures. That is the only thing that does not get put into our system because of the concerns that Bobby Jean just raised. Those are retained in their printed form and are not put into our system. Bobby Jean what is the retention, do you know offhand? BLT: Well, because we file every year then you really do not need to keep them beyond three years, but I think the county has a set a six year standard on most documents. LSA: The committee came up with a retention destruction schedule. If Bobby Jean is right it is either three years or six years, and after that then Karen shreds it. KD: If I am not mistaken, I believe the retention of disclosures is permanent.