(A) The Department shall maintain a records management program to provide for the development, implementation and coordination of standards, procedures and techniques for forms management, and for the creation, retention, maintenance, preservation and disposition of the records of this municipality. All records of this municipality are and shall remain the property of this municipality and shall be preserved, stored, transferred, destroyed, disposed of, and otherwise managed pursuant to this section and other applicable provisions of law.
(B) In managing the records of this municipality, the Department shall do all the following:
(1) Establish, implement, and maintain standards, procedures, and techniques of records management throughout municipality agencies.
(2) Provide education, training, and information programs to municipality agencies regarding each phase of records management.
(3) Promote the establishment of a vital records program in each municipality agency by assisting in identifying and preserving records considered to be critically essential to the continued operation of municipality government or necessary to the protection of the rights and privileges of its citizens, or both. Preservation of designated vital records shall be accomplished by storing duplicate copies of the original records in a secure remote records center to assure retention of those records in the event of disaster and loss of original records.
(4) Operate a records center or centers for the purpose of providing maintenance, security, and preservation of municipality records.
(5) Provide centralized microfilming service and, after the effective date of rules promulgated under the records media act to govern optical storage, service for off-site storage of optical discs as an integral part of the records management program.
(6) Provide safeguards against unauthorized or unlawful disposal, removal, or loss of municipality records.
(7) Initiate action to recover a municipality record that may have been removed unlawfully or without authorization.
(8) Establish retention and disposal schedules for the official records of each municipality agency with consideration to their administrative, fiscal, legal and archival value.
(C) The Department shall issue directives that provide for all of the following:
(1) The security of records maintained by municipality agencies.
(2) The establishment of retention and disposal schedules for all records in view of their administrative, fiscal, legal, and archival value.
(3) The submission of proposed retention and disposal schedule to the manager or mayor, the auditor, the municipal attorney, and the council for review and approval.
(4) The transfer of records from a custodian municipality agency to a municipality records center or to the custody of the secretary of state.
(5) The disposal of records pursuant to retention and disposal schedules, or the transfer of records to the custody of the secretary of state.
(6) The establishment of a records management liaison officer in each department to assist in maintaining a records management program.
(7) The cooperation of other municipality departments in complying with this section.
(8) The storage of records in orderly filing systems designed to make records conveniently accessible for use.
(Ord. 03-01, passed 3-6-2003)