If subject to disclosure under the state public records law,
access shall be given at all reasonable times to the public or to
any person who may be interested and may demand access to the records,
books, and papers mentioned in the preceding section and opportunity
given to examine such records. Such examination shall be in the presence
of the officer in whose charge the books, records, or papers may be,
or in the presence of a person working under the officer’s supervision.
It shall be unlawful for any person to remove any record or any part of any record from the custody of the person in whose custody the record or part has been placed by section
2.305 of this code, except by consent of the person having the custody or by authority of some paramount law or governmental officer or agency.
No person shall retain any such record after demand for the
return thereof has been made by the legal custodian, unless the retention
is authorized by some paramount law or governmental officer or agency.
It shall be unlawful to make any change in a public record of
the city except by authority of law or of some governmental officer
or agency legally empowered to effect a change in the record.
The city recorder is authorized to have all papers, documents,
and records received in all city departments maintained and stored
to assure an expeditious and orderly filing system. All records and
documents to be stored shall be placed in transfer files or suitable
containers that will insure the safekeeping of all documents and records,
and each file or container shall be clearly marked as to the type
of record or document contained therein, with the date of disposal,
if any, noted on each file or container.
Upon completion of each fiscal year and completion of an independent
post audit, the city recorder is authorized to cause to have examined
all records proposed for disposal or destruction by each department.
Following such examination, the person making the examination shall
complete a certificate authorizing the destruction of such records,
accompanied by a description of the type of records proposed for disposal
or destruction. Records to be disposed of shall be destroyed by shredding
or in such other manner that the city recorder may direct. A certificate
of the records authorized to be destroyed shall be filled out and
shall be in a form provided by the city recorder.
All city records, regardless of medium or physical format, in
each department of the city shall be retained in accordance with Oregon
Administrative Rule (OAR) Chapter 166, Section 200, adopted by the
State Archivist under the control and supervision of the Oregon Secretary
of State, who serves as the public records administrator of the state
of Oregon. The OAR Chapter 166, Section 200, known as the City General
Records Retention Schedule, is hereby adopted by the city by reference
and made a part of this code as fully and completely as though set
forth in full herein. The schedule so incorporated shall be adhered
to and shall govern the retention and disposal of all records of the
City. A current copy of the City General Records Retention Schedule
shall be kept on file in the office of the City Recorder at all times.
[Section 2.340 amended by Ordinance No. 6358, enacted October 17, 2016]