Municipal Government Records Management
Helping cities, towns, and counties protect public records, meet state retention mandates, and respond to information requests with confidence.
Public Records Demand Public Accountability
Municipal governments face a unique records management challenge: every document you create, receive, or maintain may be subject to public disclosure. From meeting minutes and building permits to police reports and tax assessments, the volume of records generated by even a small town can be staggering.
Without a structured records governance program, municipalities risk non-compliance with state retention schedules, delayed responses to public records requests, and the loss of irreplaceable historical documents. Aging filing systems, limited staff resources, and growing storage costs compound the problem every year.
Legacy Retention Group understands the operational realities of local government. Our team has worked with municipalities across New England, developing records governance programs that balance transparency obligations with practical budget constraints. We bring over 40 years of combined Records Information Management experience, including team members from King Information Systems who loyally served the region for 53 years.
Municipal Records Under Our Care
From day-to-day administrative files to decades-old permanent records, we catalog, store, and manage the full spectrum of municipal documentation.
Meeting Minutes & Agendas
Select board, planning board, zoning board, and committee meeting records organized chronologically with full retention tracking from creation through final disposition.
Building Permits & Inspections
Permit applications, inspection reports, certificates of occupancy, and zoning variance records cataloged by address, date, and permit type for rapid retrieval.
Personnel & Payroll Records
Employee files, payroll records, benefits documentation, and union agreements maintained with appropriate access controls and retention periods aligned to state requirements.
Property Tax Records
Tax assessments, abatement requests, lien records, and property transaction histories indexed by parcel number and owner for efficient cross-referencing.
Police & Fire Department Records
Incident reports, dispatch logs, investigation files, and training records managed with chain-of-custody protocols and appropriate confidentiality safeguards.
Historical & Permanent Records
Town charters, deeds, vital records, and historical documents preserved with archival-grade care while remaining accessible for public inquiry and genealogical research.
Navigating State Mandates with Confidence
Every state imposes specific records retention schedules on its municipalities. Falling short of these requirements can expose your community to legal liability, audit findings, and public trust issues. LRG builds your retention program around these mandates so compliance becomes a natural part of your workflow, not an afterthought.
Regulatory Framework
- State retention schedules
- Public records request laws
- Open meeting law compliance
- Municipal finance regulations
- Freedom of Information Act (FOIA)
How LRG Helps
- Custom retention policy development
- Compliant storage and indexing
- Certified destruction with audit trails
- LRG+ cloud-based record access
- Public records request fulfillment support
When a public records request arrives, your response time reflects directly on your municipality's credibility. With LRG managing your records inventory, you can locate and produce documents quickly, accurately, and with a complete chain-of-custody record that demonstrates proper handling.
LRG+ for Municipal Government
Our cloud-based records management platform gives municipal staff browser-based access to their entire records inventory, from any device, without installing software.
Secure Access
Role-based permissions ensure that sensitive personnel files, police records, and financial documents are only accessible to authorized staff members.
Rapid Records Retrieval
Search by department, date range, record type, or keyword. Respond to public records requests in minutes rather than days of searching through storage rooms.
Retention Tracking
Automated retention schedule tracking alerts you when records reach their disposition date, ensuring timely destruction or permanent archival per state mandates.
Redundant Backups
Your digital records are protected by redundant cloud backups and regular snapshots, safeguarding against data loss from hardware failure, natural disasters, or cyberattacks.
Ready to Modernize Your Municipal Records Program?
Schedule a consultation to learn how LRG can help your municipality achieve compliance, reduce storage costs, and respond to public records requests faster than ever before.