[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:
The City Attorney for the City of Marceline, Missouri.
The City Clerk of the City of Marceline, Missouri, or their
duly designated representative.
Those records no longer required in active office areas but
which require further retention due to legal, operating, or historical
reasons.
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:
[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.
