[CC 1983 §26.010]
As used in this Chapter the following words and terms have the meanings indicated, unless the context clearly requires otherwise:
AGENCY
Any department, office, Commission, Board or other unit of Municipal Government created for any purpose under the authorities of the City of Hollister, Missouri.
LOCAL RECORDS
Any record designated or treated as a municipal record under the ordinances of the City Hollister, Missouri, and State law.
RECORD
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 Sections 109.200 to 109.310, Amended Laws of Missouri, 1972 and are hereinafter designated as non-record materials.
[CC 1983 §26.030]
A. 
The head of each agency shall:
1. 
Establish and maintain an active, continuing program for the economical and efficient management of the agency.
2. 
Make and maintain records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures and essential transactions of the agency designed to furnish information to protect the legal and financial rights of the City of Hollister and of persons directly affected by the agency's activities.
3. 
Submit to the Chairman of the State Records Commission, if any, in accordance with the standards established by the Commission and promulgated by the Director of Records Management and archives service, schedules proposing the length of time each City records series warrants retention for administrative, legal, historical or fiscal purposes after it has been received or created by the agency. The head of each agency also shall submit lists of City records in his/her custody that are not needed in the transaction of current business and that do not have sufficient administrative, legal, historical or fiscal value to warrant their further keeping.
4. 
Cooperate with the Director of the State Records Law in the conduct of surveys made by him/her pursuant to the provisions of Sections 109.200 to 109.310, Amended Laws of Missouri, 1972.
5. 
Comply with the rules, regulations, standards and procedures approved by the State Records Commission and issued by the Director, records management and archives service.
[CC 1983 §26.040]
It shall be the duty of the City Clerk and the heads of all of the Departments, Commissions and Boards and other units of the City of Hollister, Missouri, to preserve, manage and regulate all destruction of the records no longer useful or needed according to the established standards, procedures and techniques for effective management of records as provided by the Director of "The State Records Law" under the supervision of the Secretary of State of the State of Missouri and shall follow the Missouri Municipal Records Retention Schedule as hereinafter set forth in the following Sections of this Chapter.