All documents, papers, letters, books, maps, photographs, sound
or video recordings, microfilm, magnetic tape, electronic media, or
other information-recording media, regardless of physical form or
characteristic and regardless of whether public access to them is
open or restricted under the laws of the state, created or received
by the city or any of its officers or employees pursuant to law or
in the transaction of public business are hereby declared to be the
records of the city and shall be created, maintained, and disposed
of in accordance with the provisions of this division or procedures
authorized by it and in no other manner.
(Ordinance 90-13 adopted 5/15/90)
The officer who by ordinance or administrative policy is
in charge of an office of the city that creates or receives records.
Any record of the city necessary to the resumption or continuation
of its operations in an emergency or disaster, to the re-creation
of its legal and financial status, or to the protection and fulfillment
of obligations to the people of the state.
Any record of the city which the retention period on a records
control schedule is given as permanent.
A document prepared by or under the authority of the records
management officer listing the records maintained by the city, their
retention periods, and other records disposition information that
the records management program may require.
The application of management techniques to the creation,
use, maintenance, retention, preservation, and disposal of records
for the purposes of reducing the costs and improving the efficiency
of recordkeeping. The term includes the development of records control
schedules, the management of filing and information retrieval systems,
the protection of essential and permanent records, the economical
and space-effective storage of inactive records, control over the
creation and distribution of forms, reports, and correspondence, and
the management of micrographics and electronic and other records storage
systems.
The person designated in section 1.07.035 of this division.
The plan developed under section 1.07.036 of this division.
The minimum time that must pass after the creation, recording,
or receipt of a record, or the fulfillment of certain actions associated
with a record, before it is eligible for destruction.
(Ordinance 90-13 adopted 5/15/90)
All municipal records as defined in section 1.07.031 of this division are hereby declared to be the property of the city. No municipal official or employee has, by virtue of his or her position, any personal or property right to such records even though he or she may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.
(Ordinance 90-13 adopted 5/15/90)
It is hereby declared to be the policy of the city to provide
for efficient, economical, and effective controls over the creation,
distribution, organization, maintenance, use, and disposition of all
municipal records through a comprehensive system of integrated procedures
for their management from creation to ultimate disposition, consistent
with the requirements of the Local Government Records Act and accepted
records management practice.
(Ordinance 90-13 adopted 5/15/90)
The city secretary, and the successive holders of said office,
shall serve as records management officer for the city. As provided
by state law, each successive holder of the office shall file his
or her name with the director and librarian of the state library and
archives commission within thirty (30) days of the initial designation
or of taking up the office, as applicable.
(Ordinance 90-13 adopted 5/15/90)
(a)
The
records management officer shall develop a records management plan
for the city for submission to the city council. The plan must contain
policies and procedures designed to reduce the costs and improve the
efficiency of recordkeeping, to adequately protect the essential records
of the municipality, and to properly preserve those records of the
municipality that are of historical value. The plan must be designed
to enable the records management officer to carry out his or her duties
prescribed by state law and this division effectively.
(b)
Once
approved by the city council the records management plan shall be
binding on all offices, departments, divisions, programs, commissions,
bureaus, boards, committees, or similar entities of the city, and
records shall be created, maintained, stored, microfilmed, or disposed
of in accordance with the plan.
(c)
State
law relating to the duties, other responsibilities, or recordkeeping
requirements of a department head do not exempt the department head
or the records in the department head’s care from the application
of this division and the records management plan adopted under it
and may not be used by the department head as a basis for refusal
to participate in the records management program of the city.
(Ordinance 90-13 adopted 5/15/90)
In addition to other duties assigned in this division, the records
management officer shall:
(1)
Administer
the records management program and provide assistance to department
heads in its implementations;
(2)
Plan,
formulate, and prescribe records disposition policies, systems, standards,
and procedures;
(3)
In
cooperation with department heads, identify essential records and
establish a disaster plan for each municipal office and department
to ensure maximum availability of the records in order to reestablish
operations quickly and with minimum disruption and expense;
(4)
Develop
procedures to ensure the permanent preservation of the historically
valuable records of the city;
(5)
Establish
standards for filing and storage equipment and for recordkeeping supplies;
(6)
Study
the feasibility of and, if appropriate, establish a uniform filing
system and a forms design and control system for the city;
(7)
Monitor
records retention schedules and administrative rules issued by the
state library and archives commission to determine if the records
management program and the municipality’s records control schedules
are in compliance with state regulations;
(8)
Disseminate
to the city council and department heads information concerning state
laws and administrative rules relating to local government records;
(9)
Ensure
that the maintenance, preservation, microfilming, destruction, or
other dispositions of the records of the city are carried out in accordance
with the policies and procedures of the records management program
and the requirements of state law;
(10)
Maintain records on the volume of records destroyed under approved
records control schedules or through records destruction authorization
requests, the volume of records microfilmed or stored electronically,
and the estimated cost and space savings as the result of such disposal
or disposition;
(11)
Report annually to the city council on the implementation of the records management plan in each department of the city, including summaries of the statistical and fiscal data compiled under subsection (10); and
(12)
Bring to the attention of the city council noncompliance by department
heads or other municipal personnel with the policies and procedures
of the records management program or the Local Government Records
Act.
(Ordinance 90-13 adopted 5/15/90)
In addition to other duties assigned in this division, department
heads shall:
(1)
Cooperate
with the records management officer in carrying out the policies and
procedures established in the city for the efficient and economical
management of records and in carrying out the requirement of this
division;
(2)
Adequately
document the transaction of government business and the services,
programs, and duties for which the department head and his or her
staff are responsible; and
(3)
Maintain
the records in his or her care and carry out their preservation, microfilming,
destruction, or other disposition only in accordance with the policies
and procedures of the records management program of the city and the
requirements of this division.
(Ordinance 90-13 adopted 5/15/90)
(a)
The
records management officer, in cooperation with department heads,
shall prepare records control schedules on a department-by-department
basis listing all records series created or received by the department
and the retention period for each series. Records control schedules
shall also contain such other information regarding the disposition
of municipal records as the records management plan may require.
(b)
Each
records control schedule shall be monitored and amended as needed
by the records management officer on a regular basis to ensure that
it is in compliance with records retention schedules issued by the
state and that it continues to reflect the recordkeeping procedures
and needs of the department and the records management of the city.
(c)
Before
its adoption a records control schedule or amended schedule for a
department must be approved by the department head and the city council.
(d)
Before
its adoption a records control schedule must be submitted to and accepted
for filing by the director and librarian as provided by state law.
If a schedule is not accepted for filing, the schedule shall be amended
to make it acceptable for filing. The records management officer shall
submit the records control schedules to the director and librarian.
(Ordinance 90-13 adopted 5/15/90)
(a)
A records control schedule for a department that has been approved and adopted under section 1.07.039 shall be implemented by department heads according to the policies and procedures of the records management plan.
(b)
A
record whose retention period has expired on a records control schedule
shall be destroyed unless an open records request is pending on the
record, the subject matter of the record is pertinent to a pending
law suit, or the department head requests in writing to the records
management officer that the record be retained for an additional period.
(c)
Prior
to the destruction of a record under an approved records control schedule,
authorization for the destruction must be obtained by the records
management officer from the city council.
(Ordinance 90-13 adopted 5/15/90)
A record that has not yet been listed on an approved records
control schedule may be destroyed if its destruction has been approved
in the same manner as a record destroyed under an approved schedule
and the records management officer has submitted to and received back
from the director and librarian an approved destruction authorization
request.
(Ordinance 90-13 adopted 5/15/90)
