Chapter 2.86
RECORDS MANAGEMENT PROGRAM
Sections:
2.86.010 Records management program established.
2.86.030 Scope of the city records management program.
2.86.040 City records manager—Designated.
2.86.050 Responsibilities of city records manager.
2.86.060 Responsibilities of the city agencies.
2.86.010 Records management program established.
There shall be established a city records management program. The purpose of the city records management program is to provide for efficient, economical and effective controls over the public records created in the city. The city records management program will apply to all offices, departments, boards, commissions, committees or similar entities of the city and records will be maintained and disposed of in accordance with this program. For the purpose of this chapter, all offices, departments, boards, commissions and committees shall be referred to as “city agency.” (Ord. 1216 § 1 (part), 2008)
2.86.020 City records.
A city record is any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map drawing, machine-readable material, compact disc meeting current industry ISO specifications, or other document, regardless of physical form or characteristics, and including such copies thereof, that have been made or received by any agency of the state of Washington in connection with the transaction of public business, and legislative records as described in RCW 40.14.100. All city records are declared to be the property of the city and shall be managed in compliance with city records management program policies and procedures. (Ord. 1216 § 1 (part), 2008)
2.86.030 Scope of the city records management program.
The scope of responsibility of the city records management program may include, but is not limited to:
A. Assisting with basic files management and records disposition policies, systems, standards and procedures;
B. Preparing records retention schedules in cooperation with city agencies;
C. Defining and identifying vital records to ensure the availability of records for re-establishing operations quickly and with minimum disruption and expense after disaster;
D. Reviewing records retention schedules on a biannual basis and updating or amending as needed;
E. Providing records management advice and assistance to all city agencies via on-site consultation;
F. Developing policies and procedures to administer records management issues;
G. Training city staff in the fundamentals of records management;
H. Working with city agencies in regard to micrographics and imaging to ensure compliance with state law and standards;
I. Identifying issues and working with city staff on solutions for the management of electronic records. (Ord. 1216 § 1 (part), 2008)
2.86.040 City records manager—Designated.
The city clerk is hereby designated as the city records manager. (Ord. 1216 § 1 (part), 2008)
2.86.050 Responsibilities of city records manager.
The city records manager shall be responsible for the development and implementation of the city records management program, including: ensuring that records management policies and procedures provide for the efficient, economical and effective control over the creation, distribution, organization, maintenance, use and disposition of city records; developing and revising the scope of the city records management program as needed to include current technology; ensuring that city records are maintained in accordance with approved retention schedules; and providing final authorization regarding the disposal of city records. With the cooperation of the city agencies, the city records manager will also conduct audits to ensure compliance with records management policies and procedures. (Ord. 1216 § 1 (part), 2008)
2.86.060 Responsibilities of the city agencies.
City agencies, with the assistance of the city records manager, will implement the scope of the city records management program within their agency and assist with audits to ensure compliance with records management policies and procedures. To assist with the implementation, each city agency shall name a records coordinator to act as a liaison between the city records management program and the personnel in the city agency to ensure that records management polices are implemented. At the expiration of an individual’s appointment or employment with the city, he/she shall inform the records coordinator of the location of all public records recorded on any medium, created, kept or received in the transaction of official business for the city agency. (Ord. 1216 § 1 (part), 2008)