Chapter 3.20


3.20.010    Definitions.

3.20.020    Records management program.

3.20.030    Records management officer.

3.20.040    Current records management.

3.20.050    Records center and archive.

3.20.060    Records retention schedule.

3.20.070    Disposal of records and other materials.

3.20.080    Copies of records.

3.20.090    Custody and ownership of records.

3.20.100    Regulations.

3.20.010 Definitions.

A.    As used in Chapter 3.20:

1.    "Record" means any method of storing information, including but not limited to spoken words, handwriting, typewriting, printing, photostatting, photographing, electronic and any other form of communication or reproduction, upon any medium, including but not limited to paper, magnetic or paper tape, photographic film or prints, magnetic or punched cards, discs, drums and phonograph records, developed or received under law or in connection with the transaction of business and preserved or appropriate for preservation as evidence of the organization, function, policies, decisions, procedures, operations or activities of the municipality or because of their informational value. "Records" do not include:

a.    Library and museum material developed or acquired and preserved solely for reference, historical or exhibition purposes, extra copies of documents preserved solely for convenience of reference, or stocks of publications and processed documents;

b.    Records disposable upon the occurrence of an event;

c.    Reference files;

d.    Transitory files.

2.    "Records disposable on occurrence of an event" means records, which become of no further use to the municipality upon the occurrence of a certain event, such as completion of a job, audit, project, contract or the like.

3.    "Reference files" means copies of notes, feeder notes and similar working papers accumulated in preparation of a communication, study or other writing or record.

4.    "Transitory files" means transmittal letters, suspense copies when a reply has been received, routine requests for information and publications.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, § 4, Added, 12/03/1998)

3.20.020 Records management program.

There shall be a records management program in the Borough Clerk’s Office. The records management program shall provide for the orderly and efficient management, retention, preservation and disposal of records in accordance with this chapter.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, § 4, Added, 12/03/1998)

3.20.030 Records management officer.

The borough clerk shall be the records management officer. The records management officer shall administer the records management program and perform the duties set forth in this chapter.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, § 4, Added, 12/03/1998)

3.20.040 Current records management.

A.    The records management officer shall develop a records manual which will identify proper records procedures for all municipal departments. Each department shall manage its records in accordance with the records manual.

B.    In accordance with the records manual the records management officer shall:

1.    Establish standards for record maintenance and security within departments;

2.    Make continuing surveys of paperwork operations and implement improvements in current records management practices, including the use of space, equipment and supplies;

3.    Initiate programs for improving the management of correspondence, forms, reports and directives as integral parts of the records management program;

4.    Institute and maintain a training and information program in all phases of the management of current records for all departments;

5.    Establish standards for preparing records retention schedules;

6.    Recommend and obtain from departments records retention schedules conforming to this chapter and administer schedules approved under this chapter;

7.    Obtain from departments’ reports and other information necessary for the administration of the records management program.

(Ord. 98-23, §4, Added, 12/03/1998)

3.20.050 Records center and archive.

A.    The records management officer shall establish and operate a records center for the purposes of accepting, servicing, storing and protecting records which must be preserved for varying periods of time but which are not needed for the transaction of current business.

B.    The records management officer shall establish and operate an archive for the preservation, arrangement, repair, duplication, reproduction, description and retrieval of records to be retained permanently by the municipality.

C.    In operating the records center and archive, the records management officer shall:

1.    Prepare inventories, indices, catalogs and other finding aids or guides to facilitate the use of the records center and archive;

2.    Accept documents that have been deemed appropriate for preservation by the municipality as evidence of its organization, functions, policies, decisions, procedures and transactions;

3.    Establish and maintain a master retention schedule for all records.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, §4, Added, 12/03/1998)

3.20.060 Records retention schedule.

A.    Each department shall prepare, in accordance with the municipality’s records management manual, a schedule stating for each type of record produced by the department:

1.    The duration for which the department will retain the record for the transaction of current business;

2.    The duration after which the record will have no further legal, administrative, fiscal or historical value, and may be destroyed.

B.    Each department shall update its records retention schedule at reasonable intervals.

C.    The records management officer shall compile the submissions under "A" of this section into a master retention schedule, which shall be submitted to the manager for review.

D.    All records shall be transferred to the records center in accordance with the master retention schedule adopted under this section.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, §4, Added, 12/03/1998)

3.20.070 Disposal of records and other materials.

A.    Upon assembly approval of a master retention schedule, departments shall dispose of records in accordance with that schedule.

B.    A department may dispose of reference files, transitory files and records disposable upon the occurrence of an event at the department’s discretion when they no longer are required for the transaction of municipal business.

C.    Records of a confidential nature shall be disposed of by shredding or incineration. All other records shall be disposed of in an appropriate manner.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, §4, Added, 12/03/1998)

3.20.080 Copies of records.

Records not otherwise required by law to be preserved in original form, and records that are worn or damaged, may be copied by photostatic, photographic, microphotographic, microfilm or other mechanical process which produces a clear, accurate and permanent copy. When such a copy is retained in accordance with this chapter, the original may be destroyed or preserved for its historical value. The copy shall be considered as the original record for all purposes.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, §4, Added, 12/03/1998)

3.20.090 Custody and ownership of records.

A.    All records are the property of the municipality unless otherwise provided for by law.

B.    At the end of his/her term of office or employment, a municipal official or employee shall deliver all of the records in his/her possession to his/her supervisor or successor.

C.    The records management officer may initiate actions to recover records unlawfully removed from municipal possession.

(Ord. 11-05, Amended, 06/23/2011; Ord. 98-23, §4, Added, 12/03/1998)

3.20.100 Regulations.

The records management officer may promulgate regulations to implement, interpret or make specific the provisions of this chapter.

(Ord. 98-23, §4, Added, 12/03/1998)