SF1988

SF1988 (Legislative Session 94 (2025-2026))

Correspondence in government record retention law correspondence definition; three-year retention period for correspondence establishment

Related bill: HF428

AI Generated Summary

This bill proposes amendments to Minnesota's government record retention laws, specifically defining "correspondence" and establishing a mandatory minimum three-year retention period for such records. Key points include:

Definition of Correspondence: The bill defines "correspondence" to include written or electronic text-based communications by government officials and staff that document events, decisions, business, and functions of public agencies. However, it excludes purely personal messages, social event announcements, and unsolicited advertisements.
Retention Requirement: The bill mandates that all public agencies must retain correspondence for at least three years from the date of creation or receipt.
Clarification of Records Management: The bill reinforces that public officials and agencies must establish programs for the efficient management of records, create an inventory of records, and set retention schedules. The Minnesota Historical Society may retain records of historical value.
Records Disposition Panel Oversight: The bill maintains oversight by the Records Disposition Panel, which can authorize the destruction, preservation, or reproduction of government records.

In essence, the bill aims to ensure greater accountability and transparency by extending the minimum retention period for government correspondence and clarifying record-keeping responsibilities.

Bill text versions

Introduction PDF file

Actions

Date	Chamber	Where	Type	Name	Committee Name
February 26, 2025	Senate	Floor	Action	Introduction and first reading
February 26, 2025	Senate	Floor	Action	Referred to	Judiciary and Public Safety

Citations

[
  {
    "analysis": {
      "added": [
        "Introduces a minimum three-year retention period for correspondence records."
      ],
      "removed": [],
      "summary": "This bill amends section 138.17 concerning Minnesota's government record management and preservation requirements.",
      "modified": [
        "Clarifies definitions, including what constitutes 'correspondence' in government records."
      ]
    },
    "citation": "138.17"
  },
  {
    "analysis": {
      "added": [],
      "removed": [],
      "summary": "This bill pertains to the alteration of section 15.17, which involves stipulations for government officers and agencies in record-keeping.",
      "modified": [
        "Emphasizes preservation requirements and methods for reproduction of records for accuracy and archiving."
      ]
    },
    "citation": "15.17"
  },
  {
    "analysis": {
      "added": [],
      "removed": [],
      "summary": "The bill references section 13.02 for defining 'not public data' related to how records should be destroyed.",
      "modified": [
        "Ensures that records disposal methods respect the confidentiality of 'not public data' as per section 13.02, subdivision 8a."
      ]
    },
    "citation": "13.02"
  }
]