City of Vandalia, MO Article III Records Management

Section 130.090 City Clerk To Keep Records.

[R.O. 1991 § 150.090; CC 1978 § 22.200]

A. The records of the City shall be kept in the custody of the City Clerk.

1. As used in this Article, the word "record" or "records" shall mean any document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included within the definition of "records" as used in this Article, and are hereinafter designated as "non-record" materials.

2. The City Clerk may designate a subordinate or another City official authority to have temporary custody of City records, after satisfying himself/herself as to the safety of said records.

Section 130.100 Destruction Of Records And Non-Record Materials.

[R.O. 1991 § 150.100; CC 1978 § 22.210]

A. All records made or received by or under the authority of or coming into the custody, control or possession of local officials in the course of their public duties are the property of the City and shall not be mutilated, destroyed, transferred, removed or otherwise damaged or disposed of, in whole or in part, except as provided by law.

1. No record shall be destroyed or otherwise disposed of unless it is determined that the record has no further administrative, legal, fiscal, research or historical value.

2. Non-record materials or materials not included within the definition of records may, if not otherwise prohibited by law, be destroyed at any time, if same have the approval of the Missouri Local Records Board.

3. Records of the City may be disposed of or destroyed without the approval of the Missouri Local Records Board, if the same is permitted by the State Municipal Records Manual. Records may be retained for a period of time longer than the minimum retention period required by the State Municipal Records Manual, at the discretion of the Board of Aldermen.