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<br />(b) the subject matter of the record is pertinent to pending litigation or a <br />pending audit; <br /> <br />(c) the department director requests in writing, to the records management <br />officer, that the record be retained for an additional period, which <br />request must clearly state the reason for the continued retention; or <br /> <br />(e) the records management officer and records coordinator sends written <br />notification to a department director that the records must be held <br />pending review for historical appraisal. <br /> <br />Section 16. DISPOSITION AND DESTRUCTION OF RECORDS <br /> <br />Transferrino Records to the Custody of the Records manaoement officer and records <br />coordinator <br /> <br />The following procedures must be followed when transferring records to the custody of the <br />Records management officer and records coordinator. Only those copies determined to be <br />"record" copies of your department/division should be maintained in accordance with the <br />appropriate record retention schedule for your department. Magazines, publications, <br />"extra" copies, etc., are not permitted for storage. <br /> <br />Use appropriate sized storage boxes for letter size, legal size, or computer printout size <br />materials. Each department is responsible for the expense and procurement of boxes. <br /> <br />All records packed in a box must have the same retention period. This is very important! <br />Contents of boxes will be destroyed intact; specific items will not be removed before <br />destruction. <br /> <br />Do not overstuff the box. Leave one inch of space so items may be retrieved easily if <br />necessary. Keep all items in the same direction when packing the box. <br /> <br />All binders, binder clips, paper clips, etc., should be removed before packing. <br /> <br />Label the outside of the box with a list of the contents in alphabetical order, inclusive dates, <br />record destruction number and record destruction date. <br /> <br />If you have questions about these procedures, call the City Clerk at 512/759-4033. <br /> <br />Retrieving Records from the Records management officer and records coordinator <br /> <br />Departments/divisions with inactive records in storage may check out a box by following <br />these procedures: <br /> <br />(a) A Records Checkout Form should be completed showing date of removal, <br />the person removing the records, the expected date of return, the <br />department/division and the employee's signature. <br /> <br />(b) The executed form must be completed before removing any record. <br /> <br />Page 1 7 <br />