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record shall be retained by the department sending the record as if it were <br />the original of that record. <br />C. This resolution is limited to public records which are in the form of a <br />writing. <br />Section 5. Authorization for destruction of records <br />A. Those exhibits, designated A through L, attached hereto, providing <br />retention schedules for various types of public records, are hereby <br />incorporated by reference herein. Subject to the provision of subsection B <br />of this section, each department head may authorize the destruction of a <br />public record or class of public records which is within the custody of his or <br />her department and which is listed in the exhibits at any time after the time <br />specified for retention of that record has expired, as set forth in subsection <br />5.13, below. The department head may require the retention of any public <br />record or class of public records beyond the period established for the <br />retention of such records by this resolution, whenever, in his or her <br />opinion, the continued maintenance of such records is in the best interest <br />of the City. <br />B. Prior to the destruction of any public record, the department head shall <br />submit a list of the records proposed for destruction to the City Attorney for <br />his or her consent to such destruction. Upon the written approval of the <br />City Attorney, such request for destruction shall be presented to the City <br />Council for authorization to destroy said records. <br />C. Nothwith standing section 5 B, above, the department head having custody <br />of public records, may, without the approval of the City Council or the <br />written consent of the City Attorney, authorize the destruction of such <br />public records if <br />(1) The record is photographed, microphotographed, reproduced by <br />electronically recorded video images on magnetic surfaces, <br />recorded in the electrical data processing system or reproduced <br />on film or any other medium that does not permit additions, <br />deletions or changes to the original document; and <br />(2) The method of reproduction accurately and legibly reproduces <br />the original public record in all details; and <br />(3) The reproductions are made as accessible for public reference <br />as the original public records were; and <br />(4) A true copy of the public record, of archival quality is kept in a <br />safe and separate place for security purposes. <br />Section 6. This resolution replaces and supersedes Resolution 98-088, <br />Resolution 2002-015 and Resolution 2005-011 of this Council. <br />65A-7