Skip to main content
Loading…
This section is included in your selections.

A. The city clerk shall serve as the city records manager and shall have the primary responsibility for the development, maintenance and operation of the city’s records management system. Each department director shall designate a records coordinator for its department. The records coordinator shall manage the department’s records according to adopted procedures and regulations, and maintain the retention schedule. Each department head shall provide the name and contact information of its records coordinator in a memorandum to the city clerk.

B. The records manager shall cause an inventory of the city’s record types by department for the creation of a records retention schedule. The records manager shall create a records disposal form for the documentation of the disposal of city records and create a retention schedule change form. Each department records coordinator shall maintain and abide by the retention schedule for proper retention and disposal of city records. No record shall be destroyed until the records manager has signed the records disposal form filled out by the department records coordinator.

C. The records manager shall cause records stored in computer memory device systems to be reviewed, stored, and destroyed in the same manner and at the same time as if the records were maintained in written, printed or photographic form.

D. The records manager may conduct random records management inspections in each department to ensure records management and retention regulations are followed in a timely manner.

E. The records manager shall develop and provide for records management procedures and regulations, and for the circulation of such procedures and the retention schedule.

F. The city council shall adopt by resolution a records retention schedule and any changes to that retention schedule setting forth time schedules for the retention of particular series of records. The records manager shall review and update the retention schedule biannually. Department records coordinators shall work with the records manager to review and update the department’s records series and retention schedule biannually. Records coordinators shall fill out a retention schedule change form and submit it to the city clerk for action.

G. The records manager shall develop a schedule for the destruction or other disposal of obsolete records at the end of the retention period established for that type of record. The records manager shall maintain a permanent log of all record types that have been destroyed, and require department records coordinators to submit a record disposal form prior to record disposal.

H. The records manager shall have the authority to provide for microfilming and/or electronic document imaging of records as designated for efficient management of active or inactive records.

I. City administration shall provide for the physical security of all microfilm, CDs and inactive records. Each department head with the records coordinator shall provide for the security and organization of that department’s records and maintain the organization of that department’s inactive records in off-site storage.

J. The city clerk may replace any original record which is lost, worn or damaged by a certified copy of that record, and the replacement shall be considered an original record for all purposes. (Ord. 08-003 § 22, 2008)