2006-045 - Records Retention Schedule for the Agencies, Departments and Offices of the City

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C. - This resolution is limited to public records which are in the form of a writing. Section 5. Authorization for destruction of records A. Those exhibits, designated A through L, attached hereto, providing retention schedules for various types of public records, are hereby incorporated by reference herein. Subject to the provision of subsection 8 of this section, each department head may authorize the destruction of a public record or class of public records which is within the custody of his or her department and which is listed in the exhibits at any time after the time specified for retention of that record has expired, as set forth in subsection 5.8, below. The department head may require the retention of any public record or class of public records beyond the period established for the retention of such records by this resolution, whenever, in his or her opinion, the continued maintenance of such records is in the best interest of the City. - B Prior to the destruction of any public record, the department head shall submit a list of the records proposed for destruction to the City Attorney for his or her consent to such destruction. Upon the written approval of the City Attorney, such request for destruction shall be presented to the City Council for authorization to destroy said records. C Nothwithstanding section 5 8, above, the department head having custody of public records, may, without the approval of the City Councilor the written consent of the City Attorney, authorize the destruction of such public records if (1) The record is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electrical data processing system or reproduced on film or any other medium that does not permit additions, deletions or changes to the original document; and (2) The method of reproduction accurately and legibly reproduces the original public record in all details; and (3) The reproductions are made as accessible for public reference as the original public records were; and (4) A true copy of the public record, of archival quality is kept in a safe and separate place for security purposes. Section 6. This resolution replaces and supersedes Resolution 98-088, Resolution 2002-015 and Resolution 2005-011 of this Council. Section 7. This Resolution shall take effect immediately and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. - Resolution No, 2006-045 Page 3 of 56