All departments of the city shall comply with the following:
(1) All department heads shall keep informed as to the latest practices in their particular field and shall inaugurate, with the approval of the City Manager in the case of departments responsible to him or in the case of other departments with the approval of the officer or body to whom the department head is responsible, such new practices as appear to be of benefit to the service and to the public;
(2) Reports of the activities of each department shall be made to the Manager as he shall direct;
(3) Each department head shall be held responsible for the preservation of all public records under his jurisdiction and shall provide a system of filing and indexing the records. No public records, reports, correspondence or other data relative to the business of any department shall be destroyed or removed permanently from the files except in accordance with law.
(1993 Code, § 2-77)