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)