Section
2.92.010 Documents
2.92.020 Documents to file with the state
2.92.030 Document retention
2.92.040 Definition
2.92.050 Open documents
2.92.060 Access and inspection of documents
2.92.070 Copies of documents
2.92.080 Compilation or creation of documents
2.92.090 Exemptions for particular records
2.92.100 Appeal of denial of request
The City shall file with the State of Alaska the following documents:
(A) Maps and descriptions of all annexed or excluded territory;
(B) A copy of an audit or statement of annual income and expenditures;
(C) Tax assessment figures as requested; and
(D) Reports relating to long-term debt as provided in AS 44.19.205.
(Am. Ord. 2004-04, passed 3-9-04)
(A) The City Clerk shall prepare a schedule of documents known as a document retention schedule to be adopted by the City Council by resolution or regulation. The document retention schedule shall specify the documents to be:
(1) Retained permanently;
(2) Destroyed;
(3) Disposed of routinely in the regular course of public business; and
(4) Microfilmed.
(B) The document retention schedule shall list, with sufficient detail for identification, all documents to be destroyed by the City in the regular course of public business. Any records to be destroyed shall be certified by the City Clerk and City Manager as having no legal or administrative value, or historical interest. The City may promulgate additional regulations for the effective administration of the document retention program and the document retention schedule.
(C) The City Clerk shall dispose of the records to be destroyed pursuant to a document retention schedule adopted by the Council. Upon disposal, the City Clerk shall file in the City Clerk's office and in the Department from which the records were drawn, a descriptive list of the records disposed of and microfilmed and a record of the disposal itself.
(D) The document retention schedule may authorize the substitution of microfilmed copies for any original documents, including documents to be periodically disposed of, and the disposal of these original documents when microfilmed. Documents pertaining to any claim and demand by the City or against it, or any account in which the City is concerned, either as a debtor or creditor, shall not be destroyed until the claim, demand or account has been settled and adjusted. A reproduction, print, or enlargement from an authorized microfilm copy of an original document shall be considered as an original document for all purposes, including the introduction in evidence in any court or other legal or administrative proceedings. When microfilmed, the original documents may be destroyed or otherwise disposed of. When microfilmed, any original document of historical interest may be turned over to the City Library or museum for display. The microfilmed copies shall be kept in conveniently accessible and properly fireproofed and insulated files, cabinets or containers, and shall be indexed, assembled, and maintained for ready reference.
(Am. Ord. 2004-04, passed 3-9-04)
As used in this section, the word “document” means recorded information that documents a transaction or activity by or with any public officer, agency or employee of the City government. Regardless of physical form or characteristic, the recorded information is a document if it is produced, collected, received, or retained in connection with the transaction of public business and if it is preserved for its informational value or as evidence of the organization or operation of the city. The medium on which such information is recorded may be, but is not limited to paper, film, tapes, mylar, and electronic files stored on a computer hard drive, a computer server, telecommunications equipment or other electronic device. The general types of records may be, but are not limited to books, papers, letters, electronic mail, text messages, digital files, documents, printouts, photographs, films, tapes, sound recordings, maps, and drawings. “Document” does not include proprietary software programs.
(Am. Ord. 2004-04, passed 3-9-04; Am. Ord. 2017-11, passed 12-12-17)
Except as provided by § 2.92.090 of this Code, or by other provision of City, state or federal law, the documents, records, files, accounts, and transactions of the City are open to inspection by the public, under reasonable rules, during regular office hours. The City recognizes the competing interest of personal privacy and the right of the public to have access to information concerning the conduct of the people's business.
(Am. Ord. 2004-04, passed 3-9-04)
Public records may be inspected at the City office where the records are kept during the regular office hours of that particular office. All City officers and employees shall, consistent with the orderly conduct of City business, make a good faith and diligent effort to respond to requests for inspection of records made pursuant to this Code. If one or more requests by a single requestor, or agent of a requestor, within a calendar month are anticipated to require more than four (4) person-hours to complete, the City may require the requestor to pay costs for the period in excess of four hours. The costs may not exceed the unit cost of salary and benefits for employees who are involved in the search.
(Am. Ord. 2004-04, passed 3-9-04)
(A) The City Clerk shall give, on request and payment of costs, a certified copy of any public record required to be disclosed under this Code.
(B) The City Clerk shall provide copies of records only upon request of the requestor, and at the requestor's expense.
(C) The charge for copies (whether certified or not) may not exceed the cost to the City, which cost may include photocopy, clerical, and other costs directly related to the provision of the copies. Payment for copies must be received before making the copies.
(Am. Ord. 2004-04, passed 3-9-04)
Nothing in this Code shall require the City to create documents, compile, summarize, outline, or in other ways create information from existing public documents. In those instances where the City official, who is the custodian of the document, determines that the City has the requisite resources to compile or create documents to comply with a request for information, the City may charge the requestor with the costs of such compilation or summary, which costs shall include the salary and benefits and overhead charges for the City employees who accomplished the work.
(Am. Ord. 2004-04, passed 3-9-04)
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