90-049 ORD ESTABLISHING SYSTEM OF RECORDS RETENTION, RETRIEVAL AND DESTRUCTION

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office and department to insure maximum availability of records for re-establishing operations quickly and with minimum disruption and expense. (13) Develop procedures to insure the permanent preservation of he historically valuable records of the City. 14) Protect privacy and assure availability of public information from records stored in records center; bring to attention of the City Manager any office ciot in compliance with laws or ordinances regarding public access to information or protectiori of privacy. 15) Prepare and submit annually to the City Manager the budget requirements of the Records Management System to enable it to fulfill the records management goals of the City. Section 7. Responsibilities of City Department Heads. Al1 City office and department heads are responsible for the implementation and operation of effective files operations, records transfers and dispositions, and other activities in accordance with the provisians of this ordinance within their areas of responsibility. T'hey shall designate Records Officers within their offices ana provide the Records Manager the names of such desigriees and of all file stations and files custodians under their supervision. Persons designated as Records Officers shall report directly to the head of their department on matters relating to the records management program and should have full access to all files intheir department. Section 8. Responsibilities of records officers. The Records Officer in each office and department is responsible for providing coordination between the Records Manager and personnel in his or her otfice to ensure that provisions of this ordinance are complied with. This responsibility shall include overseeing the application of records schedules within the office or department. Section 9. City offices to use records schedules. All City offices and departments shall adopt records retention and disposition schedUles and destroy, transfer, or otherwise dispose of records only according to such schedules. Section 10. Development of records reterrtion and disposition schedules. Retention periods to be included in records schedules shall be submitted by the Records Manager to the City Finance Office and City Attorney, who sha11 notify the Records Manager within 10 working days of his approval or of any objection to a retention period. At the expiration of the ten day period, if no objection has been submitted, the records schedule shall be adopted and shall have tull force as sufficient authorization for records destruction or other action. If objection is made, the Records Manager shall determine a retention period satisfactory to the otfice or department concerned, to the Finance Officers, and to the City Attorney. When a recards retention and disposition schedule is adopted, it shall thenceforth constitute full authority to destroy, transfer, microphotograph, or take other actions, and the City Council hereby directs that such action be taken by the Records Manager or under his supervision. The Records Manager sha11 notify the State Librariari of intended destruction, as required by law, but no turther notice to the City council or to the City office shall be required.