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<br />f:~RDINANCE NO. ~ '~ ~iq±~ :~
<br />Section 5. OFFICE OF RECORDS ADMINISTRATION.,!' `if2Fr C .+~ r"
<br />' ~aecretary shall appoint a City Records Admini~~i.rai:'d~' y,~^~ ~;~:~1~. ~,
<br />;;administer the City records management operations u~nd~.r_ trio gutd~~r+c~e
<br />end supervision of the City Secretary. The City R~cc~.r.-c?s
<br />E'~dministrator shall perform all records management'~~idn.iriis}~rati'se
<br />~~'unctions assigned by the City Secretary in the fu~.~fiiilment o~`t,~
<br />records management responsibilities specified in thi;'~ ua:dinance.
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<br />Section 6. RESPONSIBILITIES OF CITY DEPARTME'Nj'C' FiEAD$. ' A1.1
<br />~t"ity office and department heads are responsible L-or the
<br />';implementation and operation of_ effective files ope~ri~t~_ionsr re~orcl~;,
<br />_ ' wransfers and dispositions, and other activities in i~c~Larc~<-~~ce °~-~it`Z ~!
<br />The provisions of this ordinance within their areas!~~` f
<br />''r.esponsibility. They shall designate Records Coorc~~~Y1~~f~c71-s ~~rit.~-i in I
<br />E~heir offices and provide the City Secretary with ~lxe z~a~n~~ oL' ;sur:(+
<br />~,~esignees and of all file stations and file custod;~n^ under th~~zr.'
<br />supervision. Persons designated as Records Coordin,~~;tc;rs s~tal.l ~
<br />report directly to the head. of their department on ' ~~~~i._tnrs rr~l_ti.stg
<br />'~ ~o the records management program and should have ;~,c~~.l ~cces:~ o a:t,l
<br />i ~~'iles in their department. "'`' ' ~`'
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<br />Section 7. RESPONSIBILITIES OF RECORDS COORD~~7~.~"ORS. ThE'! '~ P~
<br />IYaecords Coordinator in each office or department i ~r.cac~ponr.ib~.E~ far' ~~
<br />~'aroviding coordination between the City Secretary ,end pers'pnnel. in ;j I'
<br />'~~is or her office to ensure the compliance with prd~~~.sionn ot: ~hl~ k
<br />'~.rdinance. This responsibility shall include over~~~~i.nc~ t}fie 'a' ,
<br />4~.rnplementation of records retention schedules and v~fz~t~~1, records ,.~ !~
<br />?rotention schedules within the office or departmer~tr.
<br />Section 8. CITY OFFICES TO USE RECORDS RETEN~IOP~ SCB~;DULF;S.
<br />~~11 City offices and departments shall acio~~t records r.+}ten±ri.on; i,
<br />schedules and destroy, transfer., or otherwise dispe~~~ca o°f'rF~cor4ls
<br />Manly according to such schedules. ~
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<br />, ,~!i Sec_tion 9. DEVELOPMENT OF RECORDS RETENTION ~O~?,T~ULES, ~ j
<br />".~ecor~ds retention schedules shall be prepared and ~~pre~w~-7n ~~ ~ ~~~ !
<br />,~"~'~ccordance with the Records Management Procedures NC~h+_~al ~a3:epak'~d .~1r ~~~~~ ~''
<br />;the Cit Secretar and a roved b the Cit Mana et. ~
<br />Y Y pp Y Y g ,,~~ ~nY i
<br />~:~.rreconcilable problems in obtaining agreement for;~'o;a~~`ationalr~~ - `.~
<br />jl:egal and city administrative and historical requi'';~~r~e~zts ~"rom,,the" ~ ~
<br />'a~epartment head, City Attorney and City tyianager re ;j~oc,tiv~:~ly, ~zh~nl~. '~
<br />l.~e submitted by the City Secretary to the City Man;+~~~~~~ ~foc ~ ~,~~~ E~~` ~ . ~~~ ,,~
<br />`r~~esolution and final disposition. ^ ~~~ ' j" ,~ ,~'.
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<br />' Revision of. retention periods s'na11 be submit ~~l i'car. i:ryr~u~~ ed fi
<br />`~~pprovals in ttie Same manner as the original ret~n~ ~~.c~~~ sc~~"dule.::~.
<br />"9~'~,1 ~
<br />When a records retention schedule i:~ approved~a,t ail. required
<br />;levels, it shall thenceforth constitute fu.11 autho !qty to tr,ari~~fer, - ,
<br />destroy or take other actions prescribed, and the i.ty Couri~;il ~. ,I
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<br />!~~iereby directs that such action be taken by the Ci ~, ~es,re,f~ry~ ~r ~,"
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<br />`i rider her su ervision. The Cit `"" ~ ~ ~'
<br />~ p y Secretary shall ri_ 1v~ ~y th~~~~ St~~~.~ ~+-
<br />' -.,1`,'ibr. arian of intended destruction o:C: _records, as r tz~ ~;ed by l~~a, ~,; . '
<br />but no further not.ic'' to the City Council shall be;'~quit'ec~, , ``~`' ;1
<br />~' Section 10. ONE-TIME DESTRUCTION OF OBSOLETE CO'~.DS. Pr'i:or t;"~. ~" ; `;~"
<br />_ sadoi~tion of records schedules ~ or an office, one-tat~ntc:~ :3F~stx_"uc-t,~o'n ~t~~~ ~~_~~ ~~
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<br />;;~ecumulated, obsolete records o.` that office may k~ .~a~~,<3.ry b~'; pr°}-un~~,~; ~'" ;'
<br />:f:he supervision of the City Secretary. Prior to s ~;~ s3sstreict~[;any ~Q~~".~
<br />~~~he City Secretary shall submit lists of records t"",~b~~ ~~+~~~t~~' ~Y~sc 'a:~~'.~ ~_:,
<br />r~t~he City Manager and the City Attorney, who shall `iv~~~~not-ice "~ra'r;ai;'ri ~~,~;~
<br />en (10) working days of any records they believe ~hc~uld riot. bt~~`
<br />r~estroyed; and such records shall be retained for ~`~~~~r~~~i.od x,iag~~~e~,~'~d ~ '!,
<br />by either. The City Secretary shall also submit n `~kic~ as regtizr+~d' ~ ,;
<br /><by law to the State Librarian. Obsolete records s ''.~.1 '1.nc7..~.ade'-'t;an ~~ `
<br />ho longer created by t'ne office or department an+~ `~ 'lo`nger n'e~dec}"' ~'
<br />"for administrative, legal, fiscal, or other resear°`1a ~ur~o7.~as.~ ~ '
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