O-2022-3866 to update the City's records and information management program

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4) establish training requirements for department records liaisons; 5) establish guidelines for City information technology systems and services to ensure that the systems and services create, store, manage, protect, preserve, dispose of, and provide access to records in compliance with the records management program; 6) establish guidelines for the destruction of records, including the information that must be maintained in a destruction log; 7) improve the efficiency of record -keeping; 8) enable the City Secretary to perform the duties prescribed by this chapter; 9) establish guidelines and eligibility criteria for transferring records to microfilm, or to an electronic or digital format, including guidelines for the disposition of records that have been transferred; 10) provide adequate protection of the essential records of the City, including a disaster recovery plan for records; 11) regulate the operations and use of the storage building serving as the depository of inactive records with continuing value to the City; and 12) establish guidelines to ensure the preservation of long-term or permanent physical and digital records of the City. SECTION 7. Duties of a Councilperson/Council Office. A. Councilpersons shall maintain any record created or received by the Councilperson or the Councilperson's office in compliance with the records management program. B. Unless the City Secretary is the records management officer for a Councilperson's office, the Councilperson must perform the duties of the records liaison as if the Councilperson's office were a department/division, or allow the City Secretary's office to assume those duties. SECTION 8. Responsibilities of Department Directors/Division Managers. All City department directors/division managers are responsible for the implementation and operation of effective files operations, record transfers and dispositions, and other activities within their areas of responsibility. They shall designate records liaisons within their offices and provide the City Secretary/RMO and Records Manager the names of such designees and of all file categories and storage locations under their supervision. Persons designated as records liaisons shall report directly to the director of their department/manager of their division on matters relating to the records management program and should have appropriate access to all files in their department. In the event of the resignation, retirement, dismissal, or removal by action of the department/division head of a person designated as a records liaison officer, the department/division head shall promptly designate another person to fill the vacancy. A department/division head may serve as records liaison officer for the department/division. SECTION 9. Responsibilities of Records Liaisons. Each records liaison shall: 1) cooperate with the City Secretary to implement the records management program in the department/division; 2) distribute information about the records management program to department/division employees; 3) ensure that the creation, storage, retention, destruction, disposition, security, and accessibility of the department's/division's records are in compliance with the records management program; 4) identify essential records of the department and establish, implement, and maintain a records disaster recovery plan; 5) review the department/division practices at intervals set by the City Secretary to determine if they comply with the records management program; 6) review each new information technology system or system enhancement to ensure that the system or system enhancement addresses and complies with the records management program; and 7) notify the City Secretary within 24 hours of the discovery of any loss, theft, or damage to a department record.