[Ord. No. 35.1199, 2-18-2014]
The program shall be administered under the provisions set forth in the State and Local Records Law, Chapter 109, RSMo., as amended; including the Missouri Municipal Records Manual, herewith adopted as approved by the Missouri Local Records Board, January 1989, and as may be amended from time to time by the Missouri Records Board.
[Ord. No. 35.1199, 2-18-2014]
For the purpose of this Article, the following words and terms shall have the meanings respectively ascribed:
COUNSEL
The City Attorney for the City of Marceline, Missouri.
CUSTODIAN OF RECORDS
The City Clerk of the City of Marceline, Missouri, or their duly designated representative.
INACTIVE RECORDS
Those records no longer required in active office areas but which require further retention due to legal, operating, or historical reasons.
PUBLIC RECORD
Any document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official business by any officer or employee of the City of Marceline, Missouri; however, "public record" shall not be construed to mean those records which are deemed by law to be confidential or which are prohibited from being inspected by the public or which shall hereinafter be exempt from the provisions of this Article or from the provisions of the State and Local Records Law. 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 this definition, and are hereinafter designated as non-records, as defined within Section 109.210(5), RSMo., as amended.
[Ord. No. 35.1199, 2-18-2014]
All public records shall be the property of the City of Marceline, Missouri; and, in this regard, such records shall be delivered by outgoing officials and employees to their successors.
[Ord. No. 35.1199, 2-18-2014]
It shall be the duty of each officer and employee of the City of Marceline to protect, store, transfer, destroy or otherwise dispose of, use and manage public records only in accordance with applicable Federal, State or local law.
[Ord. No. 35.1199, 2-18-2014]
A. 
Custodian Of Records. It shall be the responsibility of the custodian of records to administer the records management program of the City of Marceline, Missouri. In this regard, the custodian of records shall:
1. 
Develop and circulate such forms as may be necessary to implement and maintain the records management program.
2. 
Approve destruction schedules before disposition of public records and certify same to the City Council to be made a part of the agenda, approved and recorded in the minutes.
[Ord. No. 35.1199, 2-18-2014]
The records classification and retention periods in the Missouri Municipal Records Manual constitute legal authority for retention and disposal of official records. No records can be destroyed until they meet the minimum retention period listed in this manual. The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.); however, record series with a disposition of "destroy" securely contain confidential data. These records should be destroyed under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into unauthorized hands and that the data cannot be reconstructed.
[Ord. No. 35.1199, 2-18-2014]
The disposition of records should be recorded in a document such as the minutes of the City Council or other legally constituted authority that has permanent record status. The records should include the description and quantity of each record series disposed of, manner of destruction, inclusive dates covered and the date on which destruction was accomplished.