§ 2-115. Duties of the records management office.

The specific duties of the records management office and its employees shall include, but not be limited to, the following:

(1)

Plan, formulate, and prescribe basic files management and records disposition policies, systems, standards, and procedures.

(2)

Prepare records control schedules in cooperation with the heads [directors] of all city offices and departments, define and identify vital and permanent records, and establish retention periods for all records which shall be at least as long as any mandatory retention periods established by the librarian and director.

(3)

Review schedules annually and update or amend as needed.

(4)

Coordinate the city-wide files management and records disposition programs and report annually to the mayor on program effectiveness.

(5)

Provide records management advice and assistance to all city offices and departments by preparation of manuals of procedure and policy and by on-site consultation.

(6)

Develop, disseminate, and coordinate files maintenance and records disposition procedures, including, but not limited to, those prescribed by this division 5, to meet the current and long-term information needs of the city.

(7)

Train departmental records officers and other personnel in the fundamentals of records management and their duties in the records management program.

(8)

Carry out at the proper time actions such as microphotography, destruction, and transfers that are required by records control schedules.

(9)

Establish and monitor compliance with standards for filing and storage equipment and supplies in all city offices and departments.

(10)

Develop a city-wide forms design and control system.

(11)

Establish in cooperation with other responsible city officials a disaster plan for each city office and department to ensure maximum availability of records for reestablishing operations quickly and with minimum disruption and expense.

(12)

Develop procedures to ensure the permanent preservation of the historically valuable records of the city.

(Ord. No. 91-88, § 1, 1-16-91; Ord. No. 05-91, § 1, 1-25-05)