(A) Records maintenance procedures shall be developed to ensure that due care is taken to maintain and preserve county records safely and accurately over the long term. The Records Officer shall be responsible for monitoring the application and use of technical processes in the creation, duplication, and disposal of county records, and they shall monitor compliance with required standards of quality, permanence, and admissibility pertaining to the creation, use, and maintenance of records. Policies and regulations regarding types and formats of papers, inks, electronic media, and other records and information storage media, materials, equipment, procedures, and techniques shall be developed and promulgated, subject to the approval of the Board of County Commissioners.
(B) All county records which constitute an intellectual property right shall remain the property of the county unless federal or state legal authority provides otherwise. All other records shall be the property of the state. Property rights to county may not be permanently transferred from the county records to any private individual or entity, including those legally disposable obsolete county records. This prohibition does not include the providing of copies of county records for release or distribution under this subchapter. All record disposal shall be conducted in accordance with policies and procedures.
(C) Custodians of any county records shall, at the expiration of their terms of office, appointment, or employment, deliver custody and control of all records kept or received by them to their successors, supervisors, or to the County Records Officer.
(D) All records which are in the possession of any county department shall, upon termination of activities of such department, be transferred to any successor department, or to the county archives, provided that such transfer is consistent with the formal provisions of such termination.
(Ord. 1995-1, passed 1-9-1995)