Loading...
In addition to other duties assigned in this chapter, department heads shall:
(A) Cooperate with the Records Management Officer in carrying out the policies and procedures established in the city for the efficient and economical management of records and in carrying out the requirements of this chapter;
(B) Adequately document the transaction of government business and the services, programs and duties for which the department head and his or her staff are responsible; and
(C) Maintain the records in his or her care and carry out their preservation, microfilming, destruction or other disposition only in accordance with the policies and procedures of the Records Management Program of the city and the requirements of this chapter.
(1998 Code, § 2-209)
(A) Each department head shall designate a member of his or her staff to serve as Records Liaison Officer for the implementation of the Records Management Program in the department. If the Records Management Officer determines that, in the best interests of the Records Management Program, more than one Records Liaison Officer shall be designated for a department, the department head shall designate the number of Records Liaison Officers specified by the Records Management Officer. Persons designated as Records Liaison Officers shall be thoroughly familiar with all the records created and maintained by the department and shall have full access to all records of the city maintained by the department. In the event of the resignation, retirement, dismissal or removal by action of the department head of a person designated as a Records Liaison Officer, the department head shall promptly designate another person to fill the vacancy. A department head may serve as Records Liaison Officer for his or her department.
(1998 Code, § 2-210)
(B) In addition to other duties assigned in this chapter, Records Liaison Officers shall:
(1) Conduct or supervise the conduct of inventories of the records of the department in preparation for the development of records control schedules;
(2) In cooperation with the Records Management Officer, coordinate and implement the policies and procedures of the Records Management Program in their departments; and
(3) Disseminate information to department staff concerning the Records Management Program.
(1998 Code, § 2-211)
(A) The Records Management Officer, in cooperation with department heads and Records Liaison Officers, shall prepare records control schedules on a department-by-department basis listing all records created or received by the department and the retention period for each record. Records control schedules shall also contain such other information regarding the disposition of city records as the Records Management Plan may require.
(B) Each records control schedule shall be monitored and amended as needed by the Records Management Officer on a regular basis to ensure that it is in compliance with records retention schedules issued by the state and that it continues to reflect the recordkeeping procedures and needs of the departments and the Records Management Program of the city.
(C) Before its adoption, a records control schedule or amended schedule for a department must be approved by the department head and the members of the Records Management Committee.
(D) Before its adoption, a records control schedule must be submitted to and accepted for filing by the Director and Librarian of the State Library as provided by state law. If a schedule is not accepted for filing, the schedule shall be amended to make it acceptable for filing. The Records Management Officer shall submit the records control schedules to the Director and Librarian.
(1998 Code, § 2-212)
Loading...