(1) 
The city recorder is the legal custodian of all records of the proceedings of the council, including all ordinances and papers pertaining to the doings of the council.
(2) 
The city treasurer is the legal custodian of all books and records pertaining to the account between the treasurer and the city and all records of financial conditions and accounts.
(3) 
The chief of police is custodian of all papers as may be in his or her hands for service or which by special resolution or instruction by the council or by any committee or ordinance of the city have been entrusted to police care under any duty pertaining to the office.
(4) 
The city recorder is the legal custodian of all other records of the city. In making any or all public records committed to the custodianship, or receiving and filing or recording such public records, the city recorder may do such making or receiving and filing or recording by means of photocopying. “Photocopy” includes a photograph, micro-photograph and any other reproduction on paper or film in any scale and “photocopying” means the process of reproducing, in the form of a photocopy, a public record or writing.
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]