Chapter 1.26


1.26.010    Purpose.

1.26.020    Definitions.

1.26.030    Management of records.

1.26.040    Records retention schedule.

1.26.050    Duties of departments.

1.26.010 Purpose.

The ordinance codified in this chapter is intended to provide the city with a comprehensive system for the creation, acquisition, use, preservation, security, maintenance, transmission, retention, dissemination and disposal of city information contained in any record. (Ord. 2004-06 §2(part))

1.26.020 Definitions.

As used in this chapter:

“Legal value” means a record has legal value if it relates to current or possible legal action by or against the city, and records relating to land, construction, legislative and judicial actions of the council or potential court claims.

“Record” means and includes all recorded information acquired or stored by the city for future use or preservation, including any document, paper, book, letter, photograph, microfilm, electronic record, map, drawing, chart, card, magnetic media or computer printout.

“Record series” or “record type” means any group of identical or related records which are normally used and filed as a unit and which permit evaluation as a unit for retention scheduling purposes. Each record series shall be segregated according to series and the years of acquisition or creation.

“Records retention schedule” sets forth the length of time a record type shall be kept. Lengths of time may be assigned for on-site (office) retention, off-site (storage) retention, and total retention. Federal or state laws and citations to other requirements related to retention period, if any, may be referenced in the records retention schedule.

“Vital records” means and includes the records necessary to assure continuance of essential governmental operations to protect the legal and financial operation of the city in the event of disaster or catastrophic loss of the city’s records. (Ord. 2004-06 §2(part))

1.26.030 Management of records.

A. The city clerk shall serve as the city’s records manager. The mayor shall have the primary responsibility for the development, maintenance and operation of the city’s records management system. Each department head or his or her designee (hereafter “department head”) shall manage the department’s records according to this chapter, records management procedures and the records retention schedule.

B. The records manager shall create an inventory of the city’s record types by department for the creation of a records retention schedule. The records manager shall create a records disposal form for the documentation of the disposal of city records and create a records retention schedule change form. Each department head shall maintain and abide by the records retention schedule for proper retention and disposal of city records. No record shall be destroyed until the records manager has signed the records disposal form filled out by the department head.

C. The records manager shall cause records stored in computer memory device systems to be reviewed, stored and destroyed in the same manner and at the same time as if the records were maintained in written, printed or photographic form.

D. The records manager may conduct random records management inspections in each department to ensure records management and the records retention schedule are followed in a timely manner.

E. The records manager shall develop and provide for records management procedures and for the circulation of such procedures and the records retention schedule.

F. The records manager shall review and update the records retention schedule biannually. Each department head shall work with the records manager to review and update the department’s records series and records retention schedule biannually. Each department head shall fill out a records retention schedule change form and submit it to the records manager for action.

G. The records manager shall develop a schedule for the destruction or other disposal of obsolete records at the end of the retention period established for that type of record. The records manager shall maintain a permanent log of all record types that have been destroyed, and require each department head to submit a record disposal form prior to record disposal.

H. The records manager shall have the authority to provide for microfilming and/or electronic document imaging of records as designated for efficient management of active or inactive records.

I. The records manager shall provide for the physical security of all microfilm, CDs and inactive records. Each department head shall provide for the security and organization of that department’s records and maintain the organization of that department’s inactive records in off-site storage.

J. The records manager may replace any original record which is lost, worn or damaged by a certified copy of that record and the replacement shall be considered an original record for all purposes. (Ord. 2008-15 §2; Ord. 2004-06 §2(part))

1.26.040 Records retention schedule.

The records manager, in coordination with each department head, shall prepare a records retention schedule. The records retention schedule shall be submitted to the council for adoption by resolution. (Ord. 2004-06 §2(part))

1.26.050 Duties of departments.

Each department shall establish and maintain a file system in the most organized and efficient manner possible and in compliance with this chapter, records management procedures and the records retention schedule. (Ord. 2004-06 §2(part))