Chapter 2 · Administration and Personnel

Article 14. City Records Management Program

5 sections

2.14.1. Purpose.

The purpose of this Article is to establish a uniform City Records Management Program (hereinafter “Program”) for the creation, maintenance, preservation, retention, and disposition of City records. This Article applies to City records, regardless of format or medium, and to City employees, officials, contractors, and other people responsible for creating, maintaining, or managing City records. The Program shall be administered in accordance with applicable federal and state law and the Administrative Schedule.

(Ord. 765)

2.14.2. Definitions.

(a)Record — means any document, paper, electronic file, or other information created, received, or maintained by the City in the conduct of official business.

(b)Official Custodian — means any officer or employee of the City who is responsible for the maintenance of public records, regardless of whether such records are in the officer’s or employee’s actual personal custody or control.

(c)Administrative Schedule — means the records retention and disposition schedule established and maintained by the City Manager pursuant to this Article.

(Ord. 765)

2.14.3. Official custodians and records management officer.

(a)The City Manager shall administer the Program, designate Official Custodians for City records based on the City's organizational structure, and maintain a current written designation of such custodians.

(b)The City Attorney shall serve as the Records Management Officer and Local Freedom of Information Officer and shall oversee the Program and compliance with this Article and applicable law, coordinate records management training and guidance for City staff, and advise Official Custodians regarding records retention, disposition, and preservation.

(c)Official Custodians shall be responsible for the proper maintenance, preservation, retention, and disposition of records within their assigned areas and shall consult with the Records Management Officer as necessary.

(d)The Records Management Officer shall coordinate training on the Program for Official Custodians at least twice each calendar year.

(Ord. 765)

2.14.4. Administrative schedule.

The City Manager shall establish, maintain, and periodically update the Administrative Schedule as necessary to implement this Article. The Administrative Schedule shall be reviewed at least once every twelve (12) months by the City Manager, in consultation with the Records Management Officer, to ensure continued compliance with applicable law and City operations. The Administrative Schedule may be updated without amendment to this Article, provided that such updates are consistent with applicable law.

(Ord. 765)

2.14.5. Retention and disposition of records.

City records shall be retained and disposed of in accordance with applicable law and the Administrative Schedule. No record subject to a legal preservation requirement, including a litigation hold, shall be destroyed or otherwise disposed of until the applicable requirement has expired or been released.

(Ord. 765)