O-1990-1675 - Laserfiche WebLink

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e . ORDINANCE NO. 1675 Page 2 3. Design and manage the operations of a Records Center for the low cost storage of inactive records, or contract with a commercial t'ecords center for the safe storage, servicing and disposal of the City records in accordance with established procedures. 4. Audit department compliance with records retention schedules, and report to the City Manager failure of any officer or department to comply with established records retention and disposition procedures. 5. Review retention schedules annually and update and amend as needed. 6. Define and identify vital records and establish vital records protection measures and procedures for protecting vital information, in order to enable the City to re-establish operations quickly and with the minimum of disruption and expense in the event of a local disaster. 7. Develop a uniform administrative subject file classification and indexing system for filing and controlling general subject file material, including a subject filing procedures manual. 8. Prepare, disseminate and maintain a records management procedures manual to meet the current and long-term information needs of the City. 9. Train department heads and other personnel in the fundamentals of records management and their duties and responsibilities in the records management program. 10. Provide records management advice and assistance to all City offices and departments through preparation and maintenance of a records management procedures manual, through training, and through on-site consultation. 11. Direct and coordinate all micrographic, magnetic or electronic image management operations or activities that may be deemed necessary and appropriate for the effective management of City records. 12. Establish a city-wide forms management program to control the initiation, design, use, printing, stocking, reordering of City forms, and the disposal of obsolete forms. 13. Establish and monitor compliance with standards for filing and storage equipment and supplies in all City offices and departments, and report to the City Manager failure of any officer or department to comply with standards. 14. Coordinate the city-wide records management program and report annually to the City Manager on program activities and accomplishments in each City department. 15. Develop procedures to insure the permanent preservation of the historically valuable records of the City. 16. Protect privacy and assure availability of public information from records stored in the records center7 bring to the attention of the City Manager any office not in compliance with laws and ordinances regarding public access to information or protection of privacy. 17. Prepare and submit annually to the City Manager the budget requirements for the records management operations to fulfill the records management goals of the City.