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<br />ORDINANCE N0. ~ ~~ ~ ~ ~~.
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<br />~,• Section 11. PRESERVATION OF PERMANENT RECORDS, `E'ire ::i~.y
<br />'~ Secretary shall develo~~ ;a,~~,~,F~~c'i~r.F~s to insure the pnrma~~ent
<br />;preservation o c-i1~, 'i..:,tonically valuable records „'~n~ t_~~e C~}y'.` T~i~~
<br />~ECity Secretary shall provide housing unc~F~_r archiv~~l' ac?ncairions f~r~
<br />;;'such records, in the Records Center, or in anothe~f mc~~i::ci~~a~.
<br />~I~~facility, and in such manner that the records, un~ ,~~s the:~,~ ~as~n i.:.~; ~~"~~
<br />'.;restricted by law or regulation, are open to the p?~~.zc .f_r3r. r~~'t~e.~~cc~,
<br />purposes. If City owned facilities are not availa~J.~~ the ~' i~~~
<br />,I Secretary shall arrange for the transfer of the re'~~7rds tea tht~ 'C~~k:~
<br />' ~~tate Library for perpetual care and preservation +4;: vnc ~F i~'~~
<br />nearby Regional Historical Resource depositories, ~~,r sh~a l ~n<.ke
<br />i Mother arrangements for their permanent preservation ric~l: cz~~,tr_;~t:y t~ '
<br />_law or regulation. In no circumstances, shall they p~7:;nan~~nt c-vccr:~s
<br />' of the city by transferred to private individuals,f to prx<<~aue
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<br />'~ historical societies or. an;_t~,~.~L!ru~, or to private col~l.e~~s or.
<br />;;;universities. -
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<br />~' S_e_ction 12. NON-CURRENT RECORDS NOT TO BE MAt'~7TAxNED IPd d~'FI~'I?_
<br />FILES. Records no longer required in the conduct, -oir rur.`r.ent
<br />«:bus iness by any off ice of the City shall be promptly t7-anc ~ ~~. r_~ld t:o
<br />';the Records Center or archives or the State Libra _~, c~~. bF
<br />~'~7estroyed, at the i:;.no such action is designated ~7' ~~« ~~~,~rovf~c~ '
<br />~~~~~?..records retention schedule. Such records shall n~ ~..` ~~~~~~nai;3taz'ned ~'in.,
<br />': ~~urrent office files or equipment. ~j
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<br />~;'_ Section 13. MICROGRAPHICS PROGRAM ESTABLISHE`~« A centra~._i~ed
<br />lmicrographics program shall be designed and imple~et~t.e~ hi t}~~A''C1`:y
<br />"r'Secretar to serve all Cit offices an<1 cue ''
<br />Y y partmen~s. Noo~~~3~i'~.> ~x~~~+
<br />~'~departrnnt shall operate a separate m.icrographics''px~gram', ~a~n~~ nr}~
<br />-City funds may be expended to film, or to contrack,~~:~th a aer.vice
<br />'~%eompany to film, any City records, except with the` arprwal off: the:
<br />j~;City Secretary.
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<br />"! S_ect_ion 14. RECORDS TO BE MICROPHOTOGRAPHED ,~~~'he City , ? ' ~~' ~,.
<br />,y~!'Secretary shall determine how long the various re ~~fds.of ~he;~~~.ty,~ j
<br />~i;eould be stored, before the cost of storage durin' ;.;their, r?ta~~a'~~o~,
<br />~l~:periods, would exceed the cost of preserving them' ~ ~tt~r~Cilm;. ~ T~ '"', +'
<br />' .~~,~making this determination, the City Secretary sha !'`~oamp~r~ tong `•"`
<br />'~'°~erm lease of_ low-cost storage %acilities, in addi~~i~n for `or`~a.n `'~' a
<br />~~~~lace of, any records storage building operated b`' th~~Ci~~?, w;Nii:.h„ ~~" ''
<br />',~ the cost of microphotography. In calculating com~ r~~iC~e 'ct~s~~ ~" the'' 'r~ '
<br />''~~~"ity :~~-~~~r F~~~:_ary shall consider document pre aratio~ ~°~~+~~ - ~~f~r. '',
<br />;~~~i ' P ~ ~ ~. r~~:~ ~ ~.ittr. '~
<br />F,,~~f staff, and other indirect costs of micrograpr~i ',, as well ~B; th+~s ~~ I
<br />" ;:~,fcost of separate archival storage for master nega ves :of cn~.cr`.ofzlm '?~
<br />;Records determined to be more economically stored ~ mc~t~.Eilm` .shall.
<br />'~!~'be microphotographed and, in addition, the City S' ~retazy, shahl.''
<br />`,include the following types of records in the micr~~c~raphic'prt~'grarnz
<br />~a' ~ ,.
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<br />~,~ 1. Those which the Records Management Office °determned"'ar~:': ~ '
<br />j~of historical value and whose preservation are bes' ~ ilzsi~r~~d .by~~~
<br />'microphotographing the records on archival qualit ,- ~~1.~.~. ~:; ~.~- ~',
<br />~~~~~' 2 . Those which because of the nature of the ' ~~ F"~z`~cyi ~.~n ''thy ~ ~ ~ ~~
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<br />~~~~ontain are indispensable to the continued operat fan - ~*~ w a; o~~r ~~ ' ra k
<br />~~~ond, therefore, should be microphotographed to pr~`ac~F= .,.~. s+~~~ ur'~.ty ~r~ ~~~
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<br />'~~~' 3. Thos' which because of high volume use r_~ ~ ~.~ ,,,-f~ ~ `r.~~gtz"~~ ~ ,,~ ;,;:.
<br />,end/or large number of copies to be made which cou c~ G~~ zn-~c~_o M~>~t: ''' ' ~
<br />~,f_ficiently or economically through microfilm, : '* ~' " ~ ~
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<br />Section 15. MICROGRAPHICS STANDARDS. Microf_ib m +.~~ed" for
<br />I(~rchival or security purposes as outlined in Secti~~~n ]_4 must r1~et ~. ;
<br />j~~he technical standards for quality, density, resQ~~utio~n, ~~nd jE~,~: r"- ~:. ~''
<br />' ;,definition o.f the American National Standards Ins"' tuts as " req'uirecl+ ~~ ~ ` ~'
<br />~,j~k~y law. The master_ negatives of such ~ ~.i.~n shall ~~ b~ u~~d~ ~~-"~r ~;"~~ ~~ ~~
<br />" rmai: i.ng use copies and shall be stored off-site un ~ r ~ i~lie ~ ~ `'~ ~;
<br />~ianvironmental and security standards of the Ameri ~,~ Natiorr.~'a~ ~~f~~~ `~` ~~a
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