Res 2007-086 - Laserfiche WebLink

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(e) department directors shall provide for the preparation and submittal of all requests to dispose of city records to the records management officer prior to the destruction of such records; and (f) notify the records management officer and records coordinator within 24 hours of the discovery of any loss, theft, or damage to a city record; and (g) ensure the ability to access records regardless of form or medium; (h) notify the records management officer and records coordinator of proposed electronic record keeping systems to ensure compliance with electronic record keeping requirements established by this record management program and state law; (i) ensure electronic records in the director.s custody are migrated forward as technology changes, for as long as the records are determined to have value, and to ensure that requests for funding for new systems or systems enhancements address requirements for back-up, re-copying, disaster recovery, security, public access, audit trails, and other record keeping requirements in accordance with this record management program and state law; and (j) in cooperation with the records management officer and records coordinator and records coordinator, identify essential records of the department and establish a records disaster recovery plan to ensure maximum availability of the records to re-establish operations quickly and with minimum disruption and expense; and (k) upon request by the records management officer and records coordinator and records coordinator, submit a departmental records inventory; and (I) annually review departmental records retention and disposition schedules to ensure that the schedules are kept current. No state law, federal law, city ordinance, or policy relating to the duties, record keeping requirements, or other responsibilities of a department or its director exempts the department from its duties and responsibilities to the application of this records management program , nor may such a law or policy be used by the department or its director as a basis for refusing to participate in the records management program of the city. Section 11. ESTABLISHMENT OF TH E RECORDS MANAGEMENT POLICY COMMITTEE. A records management policy committee shall be established and shall consist of the City Manager or their designee, each department leader or their designee, and the City Clerk (serving as the Records management officer and records coordinator). Representatives from other city departments may be added at the discretion of this committee. The records coordinator shall: Page 13