(A) City officers are required to retain public records for the length of time required by the State Office of the Archives or the federal government, whichever requires the longer retention.
(B) Whenever any officer of the city has accumulated records that have been retained beyond the years required above, he or she should describe and list them on a form entitled “Certificate of Records Authorized to be Destroyed.” This certificate should have the signed approval of the City Recorder, City Attorney and the Mayor, after which the records described may be destroyed. The original of the certificate must be filed permanently with the City Recorder. This certificate should be similar to the form illustrated below.
Certificate of Records Authorized to be Destroyed |
I hereby certify the below-described records have been retained longer than required by ordinance and are no longer of any particular value to the City of Myrtle Point: (description of records) Certified this day of , 20 . Department Head |
(Ord. 1069, passed 1-19-1987)