§ 2-129. City secretary's responsibilities and duties.

(a)

The city secretary is responsible for coordinating records management operations among the city offices and departments.

(b)

The city secretary shall be responsible for citywide files management and the direction and control of the city's records disposition program.

(c)

The city secretary shall have the following duties, in addition to her other duties, and others as assigned by the mayor and/or city council; however, duties assigned hereunder shall be limited to records management activities.

(1)

Planning, formulating, and prescribing, basic files management and records disposition policies, systems, standards, and procedures.

(2)

Preparing records retention and disposition schedules in cooperation with department heads for all city offices and departments, defining and identifying vital and permanent records, and establishing retention periods for all records. Retention periods shall be no shorter than desired by the originating office, but shall be as long as deemed necessary by either the city secretary, the city attorney, or the city council.

(3)

Reviewing schedules annually and updating or amending as needed.

(4)

Coordinating the citywide files management and records disposition programs and reporting annually to the mayor on program effectiveness in each city department.

(5)

Providing records management advice and assistance to all city offices and departments, by preparation of manuals of procedures and policies and by on-site consultation.

(6)

Developing, disseminating, and coordinating files maintenance and records disposition procedures, including but not limited to those prescribed by this article, to meet the current and long-term information needs of the city.

(7)

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

(8)

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

(9)

Designing and managing the operations of a records center for the low cost storage of inactive records.

(10)

Establishing and monitoring compliance with standards for filing and storage equipment and supplies in all city offices and departments, and reporting to the mayor failure of any officer or department to comply with standards; keeping careful records of savings in equipment, supplies, and staff costs realized by each department of the city through implementation of the records management program; reporting annually such cost savings to the mayor; the report shall include the amount of storage space and equipment released for other uses.

(11)

Developing a citywide forms design and control system.

(12)

Establishing 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.

(13)

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

(14)

Protecting privacy and assuring availability of public information from records stored in records center; bringing to the attention of the mayor any office not in compliance with laws or ordinances regarding public access to information or protection of privacy.

(15)

Preparing and submitting annually to the mayor the budget requirements to enable the city to fulfill the records management goals of the city.

(Ord. No. 8608, §§ 4—6, 4-7-86)