The head of each department or division shall do the following:
(A) Establish, maintain and direct an active continuing program for the effective management of the records of that department or division as specified in the latest edition of the state’s Municipal Records Manual. This includes an inventory of all records found in the department or division, an appraisal of those records, adoption of retention schedules for those records and disposal of records once the retention schedules have been approved by the Records Commission, the state’s Historical Society and the Auditor of State;
(B) Submit to the Records Commission, in accordance with applicable standards and procedures, records retention schedules (RC-2s) with the records series titles, the functions of the records, how and why they were created, the importance to the office and the organization of the records proposing the length of time each record series warrants retention for administrative, historical, legal or fiscal purposes after it has been received or created by the department or division. The department or division head also shall submit to the Records Commission applications for disposals of records in the department or division head’s custody that are not needed in the transaction of current business and are not otherwise scheduled for retention or destruction; and
(C) Within one year after their date of creation or receipt, schedule all records for disposition or retention in the manner prescribed by law and procedures,
(Ord. 4134, passed 5-10-2012)