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Editor's note — Prior history: AO No. 83-56; AO No. 91-173(S); AO No. 2002-69, 5-14-2002; AO No. 2007-81, 6-12-2007.
The following words, terms, and phrases, when used in this chapter, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
"Agency"
means any department, division, board, or commission of the municipality.
"Disposition"
means an action taken with regards to records, including destruction, transfer to another entity, or preservation.
"Record"
means any information, regardless of physical form or characteristic which is prepared, owned, used, or retained by the municipality in the transaction of its business.
"Record coordination"
means the administration of the municipal records and information management program within the agency to ensure records are managed and dispositioned in accordance with this chapter.
"Record custody"
means the management of specific agency records. The record custodian is the agency head or their designee.
"Records management governance committee" ("RMGC" or "committee")
means a committee established to provide oversight of the records and information management program.
"Records management officer"
means the director of the information technology department, or their designee. The records management officer is responsible for the management of the administration's records and information management program policies and procedures.
"Records retention schedule"
means a comprehensive list of records that indicates the way records are maintained and destroyed in accordance with applicable laws, regulations, and business requirements.
"Transitory record"
means a temporary record and not listed in the municipality's records retention schedule(s). Transitory records should be destroyed when no longer needed for agency business. Examples of transitory records include but are not limited to preliminary drafts; secondary or duplicate copies; external catalog, advertisements, or notices; communications of basic or routine information; working notes; and reference materials.
(AO No. 2022-71, § 1, 9-27-2022; AO No. 2024-124(S), § 1, 12-17-2024)
A. 
There shall be a records and information management program in the information technology department. The records and information management program provides for the orderly and efficient management, retention, preservation, and disposal of records in accordance with this chapter.
B. 
The records and information management program for the administration consists of the records management officer, their records management governance committee, and each of the administration's municipal agency's record custodian.
C. 
All municipal agencies of the executive branch are responsible for managing their records and information according to this chapter and the records and information management program policies and procedures. No agency is exempt from the records and information management program requirements.
D. 
The records and information management program established pursuant to this chapter is advisory to the assembly and legislative branch. Records of the municipal assembly as well as the subordinate offices within the legislative branch shall be governed by the provisions of section 2.20.095.
(AO No. 2022-71, § 1, 9-27-2022; AO No. 2024-124(S), § 2, 12-17-2024)
There is hereby established a records management governance committee composed of representatives from the information technology department, the finance department, the municipal attorney's office, risk management, human resources, the anchorage police department, and the anchorage fire department. The records management governance committee has the authority to develop policy and procedure and to approve or reject any recommendations or requests for changes to the administration's municipal records retention schedule(s) subject to the approval of the records management officer. Decisions, recommendations, policies and procedures of the records management governance committee and the records management officer shall be advisory only as to the assembly and the legislative branch.
(AO No. 2022-71, § 1, 9-27-2022; AO No. 2024-124(S), § 3, 12-17-2024)
The municipal records management officer shall develop a records manual which shall reflect policies and identify proper records procedures for all municipal agencies. Each agency shall manage its records in accordance with the records manual, policies, and procedures.
(AO No. 2022-71, § 1, 9-27-2022)
A. 
A records retention schedule shall have a required minimum and maximum retention period.
B. 
The retention periods recommended for each record series are established by legal, fiscal, administrative, operational, or historical purpose. Each retention period shall be reviewed by the respective record custodian(s) and the municipal attorney's office.
C. 
The records management governance committee shall approve or reject any recommendations or requests for changes to the records retention schedule and shall provide a copy of approved changes by resolution to the assembly for approval.
D. 
The records management officer is responsible for maintaining and publishing the records retention schedule.
(AO No. 2022-71, § 1, 9-27-2022)
Records not otherwise required by law to be preserved in original form, and records that are worn or damaged, may be copied with an electronic process which produces a clear, accurate and accessible copy of the original. The copy shall be accessible and durable for as long as the retention schedule requires and shall be destroyed at the end of the retention period. The copy shall be considered as the original record for all purposes and the original may be destroyed.
(AO No. 2022-71, § 1, 9-27-2022)
A. 
All records are the property of the municipality unless otherwise provided for by law.
B. 
A record custodian may initiate actions to recover records unlawfully removed from municipal possession.
C. 
All records in the possession of an employee shall be provided to the employee's supervisor, successor, or department prior to the end of employment.
(AO No. 2022-71, § 1, 9-27-2022; AO No. 2024-124(S), § 6, 12-17-2024)