All papers, correspondence, memoranda, accounts, reports, maps, plans, photographs, sound and video recordings, files, microform, magnetic or paper tape, punch cards, or other documents, regardless of physical form or characteristic, which have been or shall be created, received, filed, or recorded by any city [office] or department or its lawful successor, or officials thereof, in pursuance of law or ordinance or in the conduct, transaction, or performance of any business, duty, or function of public business, whether or not confidential or restricted in use, are hereby declared to be records of the city, and shall be created, maintained, and disposed of in accordance with the provisions of this article or procedures authorized by it and in no other manner. Library and museum materials acquired solely for reference, exhibit, or display and stocks of publications shall not constitute records for purposes of this article.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-176)
All city records as defined in section 2.06.001 of this article are hereby declared to be property of the city. No city official or employee has, by virtue of his or her position, any personal or property right to such records even though he or she may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-177)
It is hereby declared to be the policy of the city to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all city records through a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-178)
The city clerk, as official record keeper of the city, having heretofore been designated records manager by Resolution No. 89-144, is the officer who will administer the records management system for the city. The city manager is responsible for directing the city clerk and coordinating records management operations among the city offices and departments.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-179)
The city clerk is designated records manager of the city, with the rank of department head, who shall administer the records management system and shall be responsible for city-wide files management and the direction and control of the city’s records disposition program. The city clerk shall report to and be responsible to the city manager in the same manner as other department heads.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-180)
The records manager shall have the following duties, and others as assigned by the city manager:
(1) 
Coordinate the city-wide files management and records disposition programs;
(2) 
Provide records management advice and assistance to all city offices and departments by preparation of procedures and policies and by on-site consultation;
(3) 
Develop, disseminate, and coordinate files maintenance and records disposition procedures, including, but no limited to, those prescribed by the laws of the state;
(4) 
Train departmental records officers and other personnel in the fundamentals of records management and their duties in the records management program;
(5) 
Design and manage the operations of a records center for the low-cost storage of application of records schedules within the office or department.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-181; Ordinance adopting 2021 Code)
All city office and department heads are responsible for the implementation and operation of effective files operations, records transfers and dispositions, and other activities in accordance with the provisions of this article within their areas of responsibility. They shall designate records officers within their offices and provide the records manager the names of such designees and of all file stations and files custodians under their supervision. Persons designated as records officers shall report directly to the head of their department on matters relating to the records management program and should have full access to all files in their department.
(Ordinance 91-035, sec. 1, adopted 7/15/91; 1988 Code, sec. 2-182)
The records officer in each office and department is responsible for providing coordination between the records manager and personnel in his or her office to ensure that provisions of this article are complied with. This responsibility shall include overseeing the application of records schedules within the office or department.
(Ordinance 91-035, sec. 1, adopted 7/15/91; 1988 Code, sec. 2-183)
All city offices and departments shall comply with minimum requirements established on records retention schedules issued by the state library and archives commission.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-184)
(a) 
The city shall comply with the minimum requirements established by the state library and archives commission, as amended.
(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 department 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, the city attorney, and the director of finance.
(d) 
Before its adoption a records control schedule must be submitted to and accepted for filing by the director and librarian 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 record management officer shall submit the records control schedules to the director and librarian.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-185)
(a) 
The records control schedule established by the state library and archives commission, as amended, shall be implemented by department heads and records liaison officers according to minimum requirements.
(b) 
A record whose retention period has expired on a records control schedule shall be destroyed unless an open records request is pending on the record, the subject matter of the record is pertinent to a pending lawsuit, or the department head requests in writing to the records management committee that the record be retained for an additional period.
(c) 
Prior to the destruction of a record under an approved records control schedule, authorization for the destruction must be obtained from the records management officer.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-186)
Prior to adoption of records schedules for an office, one-time destruction of accumulated obsolete records of that office may be made by or under the supervision of the records manager. Prior to such destruction the records manager shall submit lists of records to be destroyed to the city finance officer and the city attorney, who shall give notice within ten (10) working days of any records they believe should not be destroyed, and such records shall be retained for a period suggested by either. The records manager shall also submit notice as required by law to the state librarian. Obsolete records shall include those no longer created by the office or department and no longer needed for administrative, legal, fiscal, or other research purposes.
(Ordinance 91-035, sec. 1, adopted 7/15/91; 1988 Code, sec. 2-187)
The records center operation shall utilize one (1) or more buildings to store inactive records; to insure the security of such records from deterioration, theft, or damage during the period of storage; to permit fast, efficient retrieval of information from stored records; and to provide facilities for a centralized micrographics program. The records manager shall designate and appropriately mark such centers and ensure that each appropriately protects the records stored therein.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-188)
The records manager shall develop procedures to ensure the permanent preservation of the historically valuable records of the city. The records manager shall provide housing under archival conditions for such records in the records center or in another municipal facilities and in such manner that the records, unless their use is restricted by law or regulation, are open to the public for research purposes. If city-owned facilities are not available the records manager shall arrange for the transfer of the records to the state library for perpetual care and preservation in one of its nearby regional historical resource depositories or shall make other arrangements for their permanent preservation not contrary to law or regulation. In no circumstances shall the permanent records of the city be transferred to private individuals, to private historical societies or museums, or to private colleges or universities.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-189)
Records no longer required in the conduct of current business by any office of the city shall be promptly transferred to the records center or archives or the state library, or be destroyed, at the time such action is designated on an approved records schedule. Such records shall not be maintained in current office files or equipment.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-190)
A centralized micrographics program shall be designed and implemented by the records manager to serve all city offices and departments. No office or department shall operate a separate micrographics programs, and no city funds may be expended to film, or to contract with a service company to film, any city records, except through the records management system.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-191)
The records manager shall determine how long the various records of the city could be stored before the cost of storage during their retention periods would exceed the cost of preserving them in microform. In making this determination, the records manager shall compare long-term lease of low-cost storage facilities, in addition to or in place of any records storage building operated by the city, with the cost of microphotography. In calculating comparative costs, the records manager shall consider document preparation and refiling time of staff, and other indirect costs of micrographics, as well as the cost of separate archival storage for master negatives of microform. Records determined to be more economically stored on microform shall be microphotographed and, in addition, the records manager shall include the following types of records in the micrographics program:
(1) 
Those which the records manager determines are of historical value and whose preservation is best insured by microphotographing the records on archival quality film.
(2) 
Those which, because of the nature of the information they contain, are indispensable to the continued operations of an office and, therefore, should be microphotographed to provide a security copy.
(3) 
Those which, because of high volume use, require frequent and/or large numbers of copies to be made which could be made most efficiently or economically through microfilm.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-192)
Unless a micrographics program in a department is specifically exempted by order of the city, all microfilming of records will be centralized and under the direct supervision of the records management officer. The records management plan will establish policies and procedures for the microfilming of city records, including policies to ensure that all microfilming is done in accordance with standards and procedures for the microfilming of local government records established in rules of the state library and archives commission. The plan will also establish criteria for determining the eligibility of records for microfilming and protocols for ensuring that a microfilming program that is exempted from the centralized operations is, nevertheless, subject to periodic review by the records management officer as to cost-effectiveness, administrative efficiency, and compliance with commission rules.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-193)
The public is hereby given identical access to records on microform to which they would be entitled under law if the records were in any other medium.
(Ordinance 91-035, sec. 1, adopted 7/15/91; Ordinance 99-010, sec. 1, adopted 2/8/99; 1988 Code, sec. 2-195)