HomeMy WebLinkAboutORDINANCE 1058-1985m - _._�1J-_:.��—.. .��-• �- -.�: __ _ _ W...lea.o�i.�.—.i_�].t�...JiJ1�.�FtF 3_� �___...�
Suggested by: City Clerk
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CITY OF KENAI %4. .
ORDINANCE NO. 1058-85
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA,
AMENDING KMC 10.15, GENERAL AND MISCELLANEOUS PROVISIONS, ADDING
CHAPTER 10.30, TITLED RECORD RETENTION, AND PROVIDING FOR A
SYSTEM FOR THE CONTROLLED RETENTION AND DISPOSAL OF PUBLIC
RECORDS.
WHEREAS, the City of Kenai generates and receives significant
volumes of documentation in the per.•formance of public duties; and
WHEREAS, those records are required for varying time frames based
upon their administrative, legal and historical usage; and
i WHEREAS, in the interest of efficient operation and effective
retrieval, it is necessary to periodically destroy records when
they have served their administrative or legal purpogq; and
WHEREAS, controlled record preservation and/or destruction
requires a means to identify and schedule the retention, method
' of preservation, record location and destruction of the public
records of the City of Kenai;
k NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
KENAI, ALASKA, amending the Kenai Municipal Code by adding
Chapter 10.30, Record Retention, which shall read as follows:
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Chapter 10.30
RECORD RETENTION
Sections:
10.30.010 Record Retention
10.30.020 Responsible Official
10.30.030 Record Retention Schedule
10.30.040 Retention Program Operation
10.30.050 Support Provisions
10.30.010 Record Retention: This ordinance is intended
to provide for the preservation and maintenance of public records
during their required life span and the orderly destruction of
those records when there is no continuing administrative, legal
or historical need for them.
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10.30.020 Responsible Official: The Clerk for the City
of Kenai shall be responsible for the development and
implementation of a Records Retention Program. In establishing
retention periods for each records class, the City Clerk shall be
advised by the City Departments as to the
administrative/operating requirements for records.
1C.30.030 Record Retention Schedule: The city Clerk shall
cause to be prepared a Record Retention Schedule listing each
class of public record for which there is an administrative,
legal or historical use requirement. The Retention Schedule
shall be formatted to provide the following information for each
record class:
1. The authority for any mandated retention period;
2. The retention period for both in -office and storage
periods;
3. The recommended maintenance media (paper, microform.
magnetic) for each record class;
4. The department and office having custodial
responsibility for the record during the prescribed in -office
retention period;
5. Any special destruct methods to be employed for
sensitive records.
Upon completion of the Record Retention Schedule, the City Clerk
shall submit same to the Council for adoption.
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10.30.040 Retention Program Operation: Upon Retention
Schedule approval by Council, the City Clerk shall apply the
Schedule; specifically the City Clerk shall:
1. Promulgate the Schedule to all departments and require
each department to assign a departmental retention coordinator tp
assist the Clerk in Schedule implementation and maintenance.
2. Establish the procedures for routine transfer of records
for storage and/or destruction.
3. Tabulate the records prepared for destruction, including
the appropriate Schedule citation, and shall approve each
l` destruction.
4. Provide witness certification to each authorized
destruction.
5. Prepare and promulgate procedures for Schedule
maintenance; i.e., addition of new record classes, deletions and
modification of retention periods. All new record class
additions and any reduction in retention periods shall be
submitted to Council for adoption.
10.30.050 Support Provisions: To the extent permitted by
Federal, State and City statute and regulations, microforms
and/or magnetic media may be the official record media where such
an application satisfies use requirements and/or contributes to
maintenance efficiencies.
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PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 3rd day
of July, 1985.
TOM WAGONER, YOR
ATTEST:
Carol L. Fre s, Deputy City Clerk
First Reading: June 19, 1985
Second Reading: July 3, 1985
Effect'.ve Date: August 3, 1985
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