§ 2-1344. Duties of City departments and agencies.

(a)

It shall be the responsibility of each City department and agency, with the advice of the Public Records Manager, to:

(1)

Maintain all records with adequate and proper documentation of the organization, together with the functions, policies, decisions, procedures, and essential transactions of the department or agency.

(2)

Establish and maintain an active, continuing program for the economical and efficient management of the records of the department or agency. Such program shall, among other things, provide for:

a.

Effective control over the creation, maintenance and use of records in the conduct of current business.

b.

Cooperation with the Public Records Manager in applying standards, procedures, and techniques designed to improve the management of records.

c.

Promotion of the maintenance and security of records deemed appropriate for preservation.

d.

Segregation and disposal of records of temporary value in accordance with established retention schedules.

(b)

Those public records which are not required in the current operation of the office where they are made or kept and all public records which can properly be abolished or discontinued shall be transferred to the City records center or State archives so that the selected historical records of the City may be centralized, preserved and made more widely available, ensured permanent preservation or approved for destruction.

(c)

Departments or agencies of the City shall designate a representative to coordinate the management of records in that department or agency. The representative shall:

(1)

Coordinate all records management activities and functions within the department or agency and with the Public Records Manager.

(2)

With the advice and assistance of the Public Records Manager, inventory or manage the inventory of all public records for disposition scheduling and transfer action in accordance with procedures prescribed by law and established under this article.

(3)

Consult with any other personnel responsible for creation or maintenance of specific records within such person's department or agency regarding retention and transfer recommendations.

(4)

Analyze records inventory dates, examine and compare divisional or unit inventories for duplication of records, and recommend to the Public Records Manager minimal retentions for all copies commensurate with legal, financial and administrative needs.

(5)

Review established records retention schedules at least annually to ensure that they are complete and current.

(Code 1993, § 2-386; Code 2004, § 2-1324)

(Code 1993, § 2-386; Code 2004, § 2-1324)