HomeMy WebLinkAboutNS-1757 Not adoptedORDINANCE NO. NS-l?5?
REL:adg
12/3/84
AN ORDINANCE OF THE CITY OF SANTA ANA
ADDING ARTICLE IX TO CHAPTER 2 OF THE
SANTA ANA MUNICIPAL CODE TO ESTABLISH
A RECORDS MANAGEMENT PROGRAM FOR THE
CITY
THE CITY COUNCIL OF THE CITY OF SANTA AN~ DOES ORDAIN
AS FOLLOWS: ,~
SECTION 1: 'That the Santa Ana Municipal cQd~ is hereby
amended by adding Article IX to Chapter ~t~fread as fOllows:
· Article IX. RECORDs MANAGEMENT PROGRAM. _
Sec. 2-816. Purposes./~/~A
A Records Management Pr~c~ is hereby adopted, estab-
lishi·ng a system for the efficie~ ~d effective creation,
organization, utilization/ maint~ce, preservation, and dis-
position of all City records. ~/'
The purposes of~tb~ogram are to insu~re that records
of continuing administra~i~,~/legal, fiscal, archival, and
research value are prese~/and that records no longer of
current use to the City a~/properiy retired or destroyed,
The RecOrds Ma~gement Program shall control the
procedures for the management of City records.
Sec. 2-8 Definitions.
The%woe/and phrases defined in this Article shall
have the foX,meanings:
(a~ ~TIVE RECORD: A record retained in a depart-
ment because~ high-reference value.
/ -
(b/, ¢077RECORD. The original r~cord, or a copy
treated as/{he original, retained Bs the official record of the
City for/~hat period of time prescribed in the Records Retention
ScheduLe'.
(c) DUPLICATE RECORD: Copies or reproductions of
original records, whether or not in the same physical form as
the original, that are not included in the Records Retention
Schedule.
ORDINANCE NO. NS- 1757
PAGE TWO
(d) ORIGINAL RECORD: The first or. initial documenta-
print,
drawing,
generated
of
(e) RECORD: Any paper, book, photographic film and
microform, card, magnetic media, printout, chart,
~ibit, tape recording, and other documentary material
received by a city department and used as evidence
of the City.
(f) SERIES: A group of records filed as a
unit, used as and which permit evaluation as a unit for
retention and di ~ition purposes.
(g)
legal, fiscal,
establish retention
APPRAISAL: Analysis of administrative,
Tal, and research value of records used to
~riod.
(h) RECORDS ~ENTER: Low-cost centralized area
supervised by the Management Officer for housing and
servicing semi-active .nactive records.
(i) RECORDS [TORY: A list identifying record
series [including su ~.data] _that enables the evaluation
of the ~eries to determine re~n.tion periods. '
' (j) RECORDS RETENTIO~ SCHEDULE: A list by department
of record series indicating how ~ong records are to be maintained
in office areas and in the R~co~Center. The Schedule is the
legal and administrative authority~for the disPOsition, retention
and destruction of all designated r~cord series, and is subject
to required approvals. ~
(k) TRANSIENT RECORD: A re~ord routinely used that
does not merit retention beCause it has~no administrative, legal,
fiscal, archival, or research value, e.g~
'(1) Transmittal letters an~acknowledgments which
do not add information. ~
(2) Informal notes, meeting n~tices~ worksheets,
and rough drafts. ~ ~
(3) Shorthand notes, includings~enographic note-
books and tapes, and dictating media which has b~en transcribed.
(4) Tickler, follow-up, or suspense~opies.
ORDINANCE NO. NS~757 ~
PAGE THREE
(5) Publications or reference material
from external sources. ~/
(6) Library and museum materials pi ~ved for
reference or exhibition purposes.
Sec. 2-818. Authority.
The Clerk of the Council is her~ authorized to
establish and administer the Records ement Program.
Sec. 2-819. Administratior
The Clerk of the £
Management Officer who shall
of the Council as the director
~hall appoint a Records
in the office of the Clerk
the Records Management Program.
The responsibilit~
shall include, but not be
of the Records Management Officer
to, the following:
(a) Plan,
Records Management Pro(
, coordinate, and direct the
(b) Provi¢
appraisal, maintena]
position, and rete
uniform standards for the identification,
protection, preservation, transfer, dis-
of City records.
(c)
Records
of the Clerk
policies and procedures governing the
Program (whiCh shall be on file in the Office
the Council).
records
(~
Review and approve all requests for additional
equipment, and space, including budget requests.
~) Train and provide technical assistance to depart-
ments in :ords management policies, procedures, and techniques.
City
arch~
of
(f) Conduct physical inventories and appraisals of
:ords to determine the administrative, legal, fiscal,
and research value, and to determine relative frequency
(g) Prepare, maintain, review, and revise the Records
Retention Schedule following established procedures.
(h) Audit departmental records to verify compliance
with records management policies and procedures.
ORDINANCE NO. NS-1757
PAGE FOUR
(i) Operate Records Center(s) for the efficient and
econom~al storage, maintenance, and servicing of semi-active
and inac~,ive City records. This operation shall include:
~ (1) Receive, index, and store semi-active and
inactive re~rds from each City department.
~(2) Provide information, assistan6e, and records
to user depart~nts
(3Q Notify user departments when records held
by the Records Ce~er are eligible for destruction.
\
. (~) ~estroy records held in the Records Center
after authorization ~om the responsible Executive Director,
City Attorney, and Cl~k of the Council.
Sec. 2-820. Co'apl iance.
Officers and Executive Directors of each City depart-
ment s. hall cooperate with the~\Clerk of the Council to assure
compliance with the City's RecOrds Management Program.
The responsibilities o~ Of.ficers and Executive Directors
shall include, but not be limited<~to, the following:
(a) Appoint Records'~Coordinator(s) to serve as
liaison between the Records Manageme~0fficer and the department,
and to assist in the implementation o~, the Records Management
Program. \
(b) Transfer records to ~e Records Center in
compliance with the Records Retention Schedule.
(c) Insure that no City dep~tment shall destroy,
or permit to be destroyed, any Copy of Recor(~ in its custody.
Sec. 2-82.1. Applicability
The Provisions of this Artlcle shall appl~ to all
City departments with the exception of the Police Department
and the City Attorney's Office.
ORDINANCE NO. NS- 1757
PAGE FIVE
SECTION 2: If any section, subsection, sentence, clause,
phrase or portion of this Ordinance is for any reason held t/
be invalid or unconstitutional by the decision of any court
or competent jurisdiction, such decision shall not affect the
validity of the remaining portions of this Ordinance. The '
Council of the City of Santa Ana hereby declares that it w~ld
have adopted this ordinance and each section, subsection/
sentence clause, phrase or portion thereof irrespecti~ of the
fact that any one or more sections, subsections, sent/ences,
clauses, phrases, or portions be declared invalid q~ uncon-
stitutional. /~
SECTION 3: Neither the adoption of this O/Fdinance nor the
repeal hereby of any ordinance shall in an~ manner affect the
prosecution for violation of ordinances,/Which violations were
committed prior to the effective date h/6reof, nor be construed
as affecting any of the provisions of/such ordinance relating
to the collection of any such licen~ or penalty or the penal
provision applicable to any cash d/~posit in lieu thereof, re-
quired to be posted, filed or de~Ssit pursuant to any ordinance
and all rights and obligations/6hereunder appertaining shall
continue in full force and effect.
/
/
ADOPTED this
--/---
ATTEST:
Janice C. Guy/
Clerk of th~ouncil
COUNCI LMEM/~ RS
Griset/'
aohnson
Luxembourger
McGuigan
Young
day of , 1984.
Daniel E. Griset
Mayor
APPROVED AS TO FORM:
~.dward J. Coope~ /
City Attorney