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476 <br /> <br />RESOLUTION NO. 98-088 <br />PAGE 2 OF 3 <br /> <br />2. Purpose <br /> <br />The purposes of this resolution are as follows: <br /> <br />To assure that public records are not destroyed while <br />they still serve a useful purpose. <br /> <br />To avoid the loss of room and shelf space caused by the <br />retention of public records which no longer serve a <br />useful purpose. <br /> <br />To provide guidelines to City staff as to when public <br />records may safely be destroyed. <br /> <br />To avoid the necessity of requesting City Council <br />approval for each individual case of public records <br />destruction. <br /> <br />Scope <br /> <br />This Resolution is limited to originals of public <br />records, except as otherwise provided in subsection B of <br />this section. The department heads are authorized to <br />establish rules or schedules for the destruction of <br />copies of public records held within their respective <br />departments which are not originals or copies subject to <br />subsection B of this section. <br /> <br />Whenever the original of a public record is sent to a <br />location outside the custody of the City (as, for <br />example, correspondence from a City officer or employee <br />to a person outside of the City government), one copy of <br />that record shall be retained by the department sending <br />the record as if it were the original of that record. <br /> <br />This resolution is also limited to public records which <br />are in the form of writing on paper or microfilm or <br />microfiche. <br /> <br />Authorization for destruction of records <br /> <br />Those exhibits, designated A through M, attached hereto, <br />providing retention schedules for various t!rpes of <br />public records, are hereby incorporated by reference <br />herein. Subject to the provision of subsection B of <br />this section, each department head may authorize the <br />destruction of a public record or class of public <br />records which is within the custody of his or her <br />department and which is listed in the exhibits at any <br />time after the time specified for retention of that <br />record in the exhibits has expired. The Department Head <br /> <br /> <br />