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<br />ti,' 3. Design and manage the operations of a Recor~3 ~, ~'~nI r~r ~.nr
<br />~4p'~e low cost storage of inactive records, or contra~C~` with ~ ' '
<br />~'ommercial records center for the safe storage, ser~Yxcinci an.i
<br />~a~sposal of the City records in accordance with established
<br />,~',rocedures.
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<br />~~ 4. Audit department compliance with records r.~tention ~!!
<br />:=lchedu.les, and report to the City Manager failure o.atxy officer or~ ''
<br />c;~~partment to comply with established records reten~;~:o-~ an~~
<br />~;~~sposition procedures. ' I °~
<br />i 5. Review retention schedules annually and upii~~t~o sand <lm~~,a at> ~ '~
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<br />'~ 6. Define and identify vital records and esta~~ti~.n vi~t~l
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<br />'~cords protection measures and procedures for prot~~ting vital`
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<br />t~~ formation, in order to enable the City to re-esta htivh~ op~rat`.ions
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<br />~ ' iclcly and with the minimum of disruption and expe ~ta~oh in ttxc~ e~r~i~t S ri
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<br />~ a local disaster.
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<br />, 7. Develop a uniform administrative subject f
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<br />t~~ ~.assification and indexing system for filing and c ; ~,.
<br />~.trol.linq ,~ ~ ;
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<br />~ neral subject file material, including a subject 'ling p~oce~~ures ~;
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<br />~ 8. Prepare, disseminate and maintain a record~l;~managem~nt-~ i
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<br />'t~ jVocedures manual to meet the current and long-term~~.~.n'~oir~matxorl;
<br />~~~i~, eds of the City. ~ '~
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<br />~ 9. Train department heads and other personnel.,~;~n the
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<br />,;~~.indamentals of records management an ,,,
<br />. ~r~;,~~~~ns abilities in the records management program. ,,,: !;
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<br />10. Provide records management advice and assistance trc~ a~:y
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<br />t offices and de artments through preparation and m-~i'riter~<~nc:i~ c~~~,
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<br />',.!records management procedures manual, through tr~~:"
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<br />'.rough on-site consultation. ~'`' ~
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<br />~' 11. .Direct and coordinate all micrographic, ma~~e}
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<br />ectronic image management operations or activitie~~i~f'~ t~.'rat reap ~~ ;~`
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<br />i~emed necessary and appropriate for the effective r~~nagerne~~t af~ ~;,.
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<br />~ty records. ~~ '
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<br />k' 12. Establish a city-wide forms management prop
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<br />~~ he initiation, design, use, printing, stocking, red ~dPr~inc~ of ~rity;~.
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<br />;" 'rms, and the disposal of obsolete forms. ~~.
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<br />13. Establish and monitor compliance with stand I~ E., }
<br />~zds fdr. fi`~l~tinr~ ~~
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<br />. ~d storage equipment and supplies in all City offib
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<br />~ ~partments, and report to the City Manager failure~~ ~ez ~~,-~
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<br />' department to comply with standards. ! Fr ~ ~ ~
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<br />~ 14. Coordinate the city-wide records managemen~I p~ogr~r~ aTli~ ~ ~x
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<br />(port annually to r.~1e !~ity Manager on program actitr~t~i:es arty ,,~• ~
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<br />Icomplishments in each City department. .~ t'= ~' f'
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<br />; 15. Develop procedures to insure the permanent ,
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<br />~3 '"e historically valuable records of the City. , ', ~ `'+ ; ~
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<br />~i 16. Protect privacy and assure availability of'~ux~lic
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<br />' ~, ~formation :From records stored in the records center; l~rin_, t~"tlre ~;~,
<br />~4 ~ tention of the City Manager any office not in compliance with:.7.<~w~
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<br />'d ordinances regarding public access to information ~r prote~;t.i.on ~
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<br />17. Prepare and submit annually to the City Mari g ~
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<br />.~ quirements .For the records management operations t~~t fulfia~ t~~e ~~,
<br />-. :cords management goals of the City. ~ ~ '~.
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