All city offices and departments shall adopt records retention
and disposition schedules and destroy, transfer, or otherwise dispose
of records only according to such schedules.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.15)
(a)
Retention
periods to be included in records schedules shall be submitted by
the records management office to the city attorney, who shall notify
the records management office within ten working days of his or her
approval or of any objection to a retention period. At the expiration
of the ten-day period, if no objection has been submitted, the records
schedule shall be adopted and shall have full force as sufficient
authorization for records destruction or other action. If objection
is made, the records management office shall determine a retention
period satisfactory to the office or department concerned, [and] to
the city attorney.
(b)
When
a records retention and disposition schedule is adopted, it shall
constitute full authority to destroy, transfer, microphotograph, or
take other action, and the city council hereby directs that such action
be taken by the record management office or under his or her supervision.
The records management office shall notify the state librarian of
intended destruction, as required by law, but no further notice to
the city council or other city office shall be required.
(c)
Revision
of retention periods shall be submitted for review to the city attorney
in the same manner as the original retention periods.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.16)
Prior to adoption of records schedules for an office, one-time
destruction of accumulated obsolete records of that office may be
made by or under the supervision of the records management office.
Prior to such destruction, the records management office shall submit
lists of records to be destroyed to the city attorney, who shall give
notice within ten working days of any records that he or she believes
should not be destroyed, and such records shall be retained for a
period suggested by either. The records management office shall also
submit notice as required by law to the state librarian. Obsolete
records shall include those no longer created by the office or department
and no longer needed for administrative, legal, fiscal or other research
purposes.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.17)
A records center operation shall utilize one or more buildings
to store inactive records; to insure the security of such records;
to promote fast, efficient retrieval of information from stored records;
and to provide facilities for a centralized micrographics program.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.18)
The records management office shall develop procedures to insure
the permanent preservation of historically valuable records of the
city. The records management office shall provide housing under archival
conditions for such records in the records center or in another municipal
facility and in such manner that the records, unless their use is
restricted by law or regulation, are open to the public for research
purposes. If city-owned facilities are not available, the records
management office shall arrange for the transfer of the records to
the state library for perpetual care and preservation in one of its
nearby regional historical resource depositories, or shall make other
arrangements for their permanent preservation not contrary to law
or regulation. In no circumstances shall the permanent records of
the city be transferred to private individuals, to private historical
societies or museums, or to private colleges or universities.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.19)
Records no longer required in the conduct of current business
by an office of the city shall be promptly transferred to the records
center or archives or the state library, or be destroyed, at the time
such action is designated on an approved records schedule. Such records
shall not be maintained in current office files or equipment.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.20)
