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e . ORDINANCE NO. 1675 Page 3 Section 5. OFFICB OF RBCORDS ADMINISTRATION. The City Secretary shall appoint a City Records Administrator who shall administer the City records management operations under the guidance and supervision of the City Secretary. The City Records Administrator shall perform all records management administrative functions assigned by the City Secretary in the fulfillment of the records management responsibilities specified in this ordinance. Section 6. RBSPONSIBILITIES OF CITY DEPARTMENT HBADS. All City office and department heads are responsible for the implementation and operation of effective files operations, records, transfers and dispositions, and other activities in accordance with the provisions of this ordinance within their areas of responsibility. They shall designate Records Coordinators within their offices and provide the City Secretary with the names of such designees and of all file stations and file custodians under their supervision. Persons designated as Records Coordinators shall report directly to the head of their department on matters relating to the records management program and should have full access to all files in their department., Section 7. RBSPONSIBILITIBS OF RBCORDS COORDINATORS. The Records Coordinator in each office or department is responsible for providing coordination between the City Secretary and personnel in his or her office to ensure the compliance with provisions of this ordinance. This responsibility shall include overseeing the implementation of records retention schedules and vital records protection schedules within the office or department. Section 8. CITY OFFICBS TO USE RECORDS RBTENTION SCHEDULBS. All City offices and departments shall adopt records retention schedules and destroy, transfer, or otherwise dispose of records only according to such schedules. Section 9. DEVELOPMENT OF RECORDS RETBNTION SCHEDULBS. Records retention schedules shall be prepared and approved in accordance with the Records Management Procedures Manual prepared by the City Secretary and approved by the City Manager. Any irreconcilable problems in obtaining agreement for operational, legal and city administrative and historical requirements from the department head, City Attorney and City Manager respectively, shall be submitted by the City Secretary to the City Manager for resolution and final disposition. Revision of retention periods shall be submitted for required approvals in the same manner as the original retention schedules. When a records retention schedule is approved at all required levels, it shall thenceforth constitute full authority to transfer, destroy or take other actions prescribed, and the City Council hereby directs that such action be taken by the City Secretary or under her supervision. The City Secretary shall notify the State Librarian of intended destruction of records, as required by law, but no further notice to the City Council shall be required. Section 10. ONE-TIME DBSTRUCTION OF OBSOLETE RECORDS. Prior to adoption of records schedules for an office, one-time destruction of accumulated, obsolete records of that office may be made by or under the supervision of the City Secretary. Prior to such destruction, the City Secretary shall submit lists of records to be destroyed to the City Manager and the City Attorney, who shall give notice within ten (10) working days: of any records they believe should not be destroyed; and such records shall be retained for a period suggested by either. The City Secre'tary shall also submit notice as required by law to the State Librarian. Obsolete records shall include those no longer created by the office or department and no longer needed for administrative, legal, fiscal, or other research purposes.