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<br />A city record may not be sold, loaned, given away, destroyed, or otherwise alienated from <br />the city.s custody unless in accordance with this program or unless destroyed as directed by <br />an expunction order issued by a district court pursuant to state law. <br /> <br />This subsection does not apply to a city record that is temporarily transferred to a contractor <br />for purposes of microfilming, duplication, conversion to electronic media, restoration, or a <br />similar records management and preservation procedure if the transfer is authorized by the <br />records management officer and records coordinator. <br /> <br />Except when a city record is transferred to a historical archival location, legal custody of a <br />city record created or received by a department during the course of business remains with <br />the department director or with any designated successor of the department. The legal <br />custodian, as guardian of the record, does not relinquish responsibility for the care, <br />preservation, or legal disposition of the record even though physical custody of the record <br />for maintenance and preservation purposes may be held by another department or <br />agency. The physical custodian of the record is also responsible for complying with all <br />records management program requirements, policies, and procedures. An original city <br />record may not leave the custody of the department concerned when being used by a <br />member of the public. <br /> <br />No official city record shall leave city property for any reason without the permission of the <br />Records Management Officer and Records Coordinator. <br /> <br />Every officer or employee shall deliver to any successor all city records pertaining to the <br />office held by the city officer or employee. <br /> <br />The legal and physical custody of a city record that has continuing historical value to the <br />city may be transferred to an approved historical archival location upon agreement <br />between the department director, the records management officer and records <br />coordinator. <br /> <br />The records management officer and records coordinator shall have legal and physical <br />custody of all city records belonging to any defunct department that does not have a <br />named successor. <br /> <br />The records management policy committee shall review and determine, as necessary, <br />custodial responsibilities for city-wide electronic applications. Custodial responsibility must be <br />determined prior to systems design or implementation. <br /> <br />Section 5. RECORDS MANAGEMENT PLAN TO BE DEVELOPED; APPROVAL OF PLAN; AUTHORITY <br />OF PLAN <br /> <br />The Records management officer, records coordinator and the Records Management <br />Policy Committee shall develop a records management plan for the City. The plan must <br />contain policies and procedures designed to reduce the costs and improve the efficiency of <br />record keeping, to adequately protect the essential records of the City, and to properly <br />preserve those records of the City that are of historical value. The plan must be designed to <br />enable the Records management officer and records coordinator to carry out his or her <br />duties effectively as prescribed by state law. <br /> <br />Page 8 <br />