The city hereby adopts the following to establish and enact a records management program.
(A) Goal. To establish an efficient and economic records management program wherein records are created, maintained, retrieved, and finally disposed of easily and wherein costs can be reduced or kept to a minimum.
(B) Objectives.
(1) To save valuable office space by systematically removing semi-active records to a records storage area.
(2) To save money by providing convenient, low-cost storage and by controlling equipment purchases.
(3) To save time in staff hours by developing an efficient, orderly system for the maintenance, storage, and disposal of records.
(C) Policies.
(1) Follow the general records retention schedule of the state when determining periods of retention for city records.
(2) Store only active records in office work area; “active” records being those usually not older than two years.
(3) Relocate semi-active records to conveniently accessible, low-cost storage area; “semi-active” records being those needed less frequently than active but being retained per retention schedule requirements.
(4) Preserve valuable historical and vital archival records under conditions adequate to secure records from environmental, technical and security risks; “vital” records being those essential to the continued functioning or reconstruction of the city.
(5) Establish a records inventory, workplan, and disaster recovery plan to support retention and recovery.
(6) Destroy all valueless records which have met retention requirements.
(7) Ensure all public records are accessible to the public, unless exemption status is obtained.
(Res. 464, passed - -2017)