Res 2007-086 - Laserfiche WebLink

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(c) If a box needs to be removed from the Records Centers permanently, please notify the records management officer and records coordinator with the reason for removal. Destruction of Records Once scheduled records have passed their retention periods, the following procedures will apply: All records considered as "A V" (administratively viable) in the record schedules may be disposed on in the containers provided and marked for such documents. These containers will be picked up by an approved records destruction company on a regular basis. Every department shall place all "A V" materials in these containers and only the records management officer and records coordinator will have the ability to open them. Once a year, in mid-October, the records management officer and records coordinator arrange for an annual bulk destruction of city records. Each department shall prepare an inventory list of records ready for destruction to review with the records management officer and records coordinator. If a box or record listed on the destruction inventory list is needed, it should be identified and the reason for delaying destruction noted. The list will be presented to the City Manager for his approval and signature. The records management officer and records coordinator will then proceed with the destruction of records in an appropriate manner. Lists of destroyed records will be maintained in the record manager's office. No city records, except nonessential records shall be placed in a receptacle that will later be placed in an outside trash container. All records that are shredded shall be placed in the "A V" containers. Even though City records have been converted to a particular micrographic application, the originals of essential records cannot be destroyed without abiding by the appropriate procedures for destruction. Section 17. DESTRUCTION OF UNSCHEDULED RECORDS. A city record that is obsolete or that has not been identified on an approved records retention and disposition schedule may be destroyed if: the Texas state Library and Archives Commission has: through its director and librarian approved a request for destruction authorization submitted by the records management officer and records coordinator. Section 18. RECORDS I NVOL VED IN PU BLIC I N FORMATION REQU ESTS, PEN DI NG LITIGATION, OR PENDING AUDITS. The destruction of a city record involved in a pending request under the Public Information Act, pending litigation, or a pending audit is prohibited, even if the destruction of the record is authorized by an approved records retention and disposition schedule. Page 18