The city clerk and his or her successors in office shall be designated as records manager and shall administer the records management program and shall be responsible for city-wide files management and the direction and control of the city's record disposition program. The records manager shall report to and be responsible to the city manager.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.35)
The records manager shall have the following duties, and others as assigned by the city manager:
(1) 
Plan, formulate, and prescribe basic file management and records disposition policies, systems, standards, and procedures.
(2) 
Prepare records retention and disposition schedules in cooperation with department heads for all city offices and departments, define and identify vital and permanent records, and establish retention periods for all records. Retention periods shall be no shorter than desired by the originating office, but shall be as long as deemed necessary by either the records manager, the city attorney, or the city finance officer.
(3) 
Review schedules annually and update or amend as needed.
(4) 
Coordinate the city-wide files management and records disposition programs and report annually to the city manager on program effectiveness in each city department.
(5) 
Provide records management advice as assistance to all city offices and departments by preparation of manuals of procedures and policies and by on-site consultation.
(6) 
Develop, disseminate, and coordinate files maintenance and records disposition procedures, including but not limited to those prescribed by this article, to meet the current and long-term information needs of the city.
(7) 
Train departmental records officers and other personnel in the fundamentals of record management and their duties in the records management program.
(8) 
Carry out at the proper time actions such as microphotography, destruction, and transfers that are required by records schedules.
(9) 
Design and manage the operations of a records center for the low-cost storage of inactive records and as a facility for a centralized micrographics program.
(10) 
Establish and monitor compliance with standards for filing and storage equipment and supplies in all city offices and departments, and report to the city manager failure of any officer or department to comply with such standards. Keep careful records of savings in equipment, supplies, and staff costs realized by each department of the city through implementation of the records management program. Report annually such cost savings to the city manager; the report shall include the amount of storage space and equipment released for other uses.
(11) 
Develop a city-wide forms design and control system.
(12) 
Establish in cooperation with other responsible city officials a disaster plan for each city office and department to insure maximum availability of records for reestablishing operations quickly and with minimum disruption and expense.
(13) 
Develop procedures to insure that permanent preservation of historically valuable records of the city.
(14) 
Protect privacy and assure availability of public information from records stored in the records center; bring to the attention of the city manager any office not in compliance with laws or ordinances regarding public access to information or protection of privacy.
(15) 
Prepare and submit annually to the city manager the budget requirements of the records management program to enable it to fulfill the records management goals of the city.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.36)
All city officers and department heads are responsible for the implementation and operation of effective files operations, records transfers and dispositions, and other activities in accordance with the provisions of this article within their areas of responsibility. They shall designate records officers within their offices and provide the records management office the names of such designees and of all file stations and file custodians under their supervision. Persons designated as records officers shall report directly to the head of their department on matters relating to the records management program and should have full access to all files in their department.
(Ordinance 1-191 adopted 1/22/1991; 1997 Code, sec. 37.37)
The records officer in each office and department is responsible for providing coordination between the records manager and personnel in his or her office to ensure that provisions of this article are complied with. This responsibility shall include overseeing the application of records schedules within the office or department.
(Ordinance 1-1-91 adopted 1/22/1991; 1997 Code, sec. 37.38)