(A)
All
memoranda, reports, correspondence, accounts, files, papers, plans,
maps, photographs, video and sound recordings, punched cards, magnetic
or paper tape, microfilm, or other documentary materials, regardless
of physical form or characteristic, which have been or shall be created,
filed, received, or recorded by a City office or department or officials
thereof in pursuance of law or in the conduct, transaction or performance
of any business, duty, or function of public business, are hereby
declared to be records of the City and shall be created, maintained,
stored, and disposed of in accordance with the provisions of this
article, or procedures authorized by it, and in no other manner.
(B)
All
City records, as defined above, are hereby declared to be the property
of the City.
(Ordinance 4294, sec. 1, adopted 1/17/89)
(A)
A records
management program shall be implemented to provide for the administration
of the distribution, utilization, retention, storage, retrieval, protection,
preservation, and final disposition or destruction of City records
in an efficient and effective manner and in accordance with the legal,
fiscal, administrative and archival requirements of the City.
(B)
A Records
Manager shall be responsible for the implementation and administration
of the records management program.
(Ordinance 4294, sec. 1, adopted 1/17/89)
The Records Manager shall establish and implement a records
retention and disposition schedule, which shall constitute authority
for the transfer, microfilming, storage, and destruction of all City
records under the direction and supervision of the records manager.
In accordance with the records retention program, the Records Manager
shall establish policies and procedures for the preservation of historical,
vital, and permanent records.
(Ordinance 4294, sec. 1, adopted 1/17/89)
(A)
In this
article, “microfilm” includes microphotograph.
(B)
The
Records Manager is authorized to provide, as a part of the records
management program, for the accurate and permanent copying, reproduction
or origination of City records by microfilm process.
(C)
The
Records Manager may microfilm such City records as the Records Manager
deems necessary, giving consideration to factors which indicate the
necessity of microfilming; including, but not limited to, the costs
of microfilming, the value of the record and the need to preserve
the record by means of microfilm because of the historical or indispensable
nature of the record, and the frequency of use of such records.
(D)
The
Records Manager shall make and maintain an index to all microfilm
records. Microfilm used in the microfilm process shall meet the requirements
of the American National Standards Institute for archival quality,
density, resolution and definition. The Records Manager shall check
and certify that each microfilm record is an accurate duplication
of the original.
(E)
A microfilm
record created in accordance with this article shall constitute an
original record.
(F)
Public
access to microfilm records shall be as otherwise provided by law.
(Ordinance 4294, sec. 1, adopted 1/17/89)
