HomeMy WebLinkAbout85-025RESOLUTION NO. 85- 2~
EJC: adg
1/23/85
A RESOLUTION OF THE CITY O~ SANTA ANA
ESTABLISHING A RECORDS MANAGEMENT
PROGRAM FOR THE CITY
' BE IT RESOLVED BY THE CITY COUNCIL OF THE'CITY OF
SANTA ANA AS FOLLOWS:
1. A Records Management Program is hereby adopted,
establishing a system for the efficient and effective creation,
organization, utilization, maintenance, preservation, and dis-
position of all City records.
The purposes of the Program are to insure that records
of continuing administrative, legal, fiscal, archival, and
research value are preserved and that records no longer of
current use to the City are properly retired or destroyed.
The Records Management Program shall control the
procedures for the management of City records'.
2. The words and phrases defined in this Resolution shall
have the following meanings:
(a)~ ACTIVE RECORD: A record retained in a depart-
ment because of high-reference value.
(b) COPY OF RECORD: The original record, or a copy
treated as the original, retained as the official record of the
City for that 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.
(d) ORIGINAL RECORD: The first or initial docu-
mentation.
(e) RECORD: Any paper, book, photographic film and
print, map, microform, card, magnetic media, printout, chart,
drawing, exhibit, tape recording, and other documentary material
generated or received by a city department and used as evidence
of activities of the City.
RESOLUTION NO. 85- 25
PAGE TWO
(f) RECORD SERIES: A group of records filed as a
unit, used as a unit, and which permit evaluation as a unit for
retention and disposition purposes.
(g) RECORDS APPRAISAL: Analysis~of administrative,
legal, fiscal, archival, and research value of records used to
establish retention period.
(h) RECORDS CENTER: Low-cost centralized area
supervised by the Records Management Officer for housing and
servicin~semi-active or inactive~records.
(i) RECORDS INVENTORY: A list identifying record
series [including supporting data] that enables ~the evaluation
of the series to determine retention periods.
(j) RECORDS RETENTION SCHEDULE: A list by department
of rec6rd series indicating how long records are to be maintained
in office areas and in the Records Center. The Schedule is the
legal and administrative authority for the disposition, retention
and destruction of all designated record series, and is subject
to required approvals.
(k) TRANSIENT RECORD: A record routinely used that
does not merit retention because it has no administrative, legal,
fiscal, archival, or research value, e.g.
(1) Transmittal letters and acknowledgments which
do not add information. ~.
(2) Informal notes, meeting notices, worksheets,
and rough drafts.
(3.) Shorthand notes, including stenographic note-
books and tapes, and dictating media which has been transcribed.
(4) Tickler, followup, or suspense copies.
(5) Publications or reference material received
from external sources.
(6) Library and museum materials preserved for
reference or exhibition purposes.
RESOLUTION NO. 85-25
PAGE THREE
3. The Clerk of the Council is hereby authorized to
establish and administer the Records Management Program.
4. The Clerk of the Council shall appoint a Records
Management Officer who shall serve in the office of the Clerk
of the Council as the director of the Records Management Program.
5. The responsibilities of the Records Management Officer
shall include, but not be limited t~, the following:
(a) Plan, implement, coordinate, and direct the
Records Management Program.
(b) Provide uniform standards for the
appraisal, maintenance, protection, preservation,
position, and retention of City records.
identification,
transfer, dis-
(c) Establish policies and procedures governing the
Records Management Program (which shall be on file in the Office
of the Clerk of the Council).
(d) Review and approve all requests for additional
records systems, equipment, and space, including budget requests.
(e) Train and provide technical assistance to depart-
ments in records management policies, procedures, and techniques.
(f) Conduct physical inventories and appraisals of
City records to determine the administrative, legal, fiscal,
archival, and research value, and to determine relative frequency
of use.
(g) Prepare, maintain, reviewf and revise the Records
Retention Schedule following established procedures.
(h) Audit departmental records to verify compliance
with records management policies and procedures.
(i) Operate Records Center(s) for the efficient and
economical storage, maintenance, and servicing of semi-active
and inactive City records. This operation shall include:
RESOLUTION NO. 85-25
PAGE FOUR
inactive
(1) Receive, index, and store semi-active and
records from each City department.
(2) Provide information,
to user departments.
by the
assistance, and records
(3) Notify user departments when records'held
Records Center are eligible for destruction.
(4) Destroy records held in the Records Center
after authorization from the responsible Executive Director,
City Attorney, and Clerk of the Council.
6. Officers and Executive Directors of each City depart-
ment shall cooperate wi~h the Clerk of the Couh~il to assure
compliance with the City's Records Management Program.
7. The responsibilities.of Officers and Exechtive Directors
shall include, but not be limited to, the following:
(a) Appoint Records Coordinator(s) to serve as
liaison between the Records Manager Officer and the department,
and to assist in the implementation of the Records Management
Program.
(b) Transfer records to the Records Center in
compliance with the Records Retention Schedule.
(c) Insure that no City department shai1 destroy,
or permit to be destroyed, any Copy of Record in its custody.
RESOLUTION NO. 85- 25
PAGE FIVE
8. The provisions of this Resolution shall
City departments with the exception of the Police
and the City Attorney's Office.
apDly to all
Department
ATTEST:
ADOPTED this 21st day of January
Daniel E. Griset
Mayor
1985.
~--
en ir~ eo~ ' t~h~Ycoun c i 1
COUNCI LMEMBE RS:
Griset Aye
Acosta Absent
Hart . ay~
Johnson __~
Luxembourger ~
McGuigan ~
Young _~
APPROVED AS TO FORM:
~t~torney
Edwa~ J~Cper