As used in this chapter, “records” means any document, written or printed book drawing, map or plan, photograph microfilm, sound recording, magnetic media, or other documentary materials, regardless of physical form or characteristic, made or received by the council and any department, commission or other agency of the county in pursuance of law, ordinance or resolution; or in connection with the transaction of public business and preserved or appropriate to be preserved by that agency or its legitimate successor as evidence of the organization functions, policies, decisions, procedures operations or other activities of the government, or because of the informational value of data in them. Excluded from this definition are library and museum materials made or acquired and preserved solely for convenience of reference, and stocks of publications and of processed documents. (Ord. 1332 § 1 (part), 1983)

A. The managing director shall have overall program responsibility for record management activities in the executive branch departments and agencies. These activities shall include:

1. Maintenance and disposition of records;

2. Identification and preservation of archival materials;

3. Vital records management;

4. Management of forms, reports, directives, correspondence, mail and all paperwork processes and systems;

5. Management of electronic and computer-assisted public information systems.

B. The county clerk shall have responsibility for record management activities in the legislative branch and shall coordinate these activities with the managing director to ensure uniformity of standards, procedures, and operation in both branches of government. (Ord. 2691 § 1, 1998: Ord. 1332 § 1 (part), 1983)

The county clerk shall establish government-wide standards, regulations and procedures for:

A. The economical and efficient use and maintenance of records;

B. The identification and selection of records that have sufficient historical or other value to warrant their preservation;

C. The selection and protection of records essential for the continuity of government operations and the protection of the rights and interests of individuals in the event of an emergency;

D. The reproduction and maintenance of records by micrographic, photographic, magnetic or other processes. Reproduction made in compliance with such standards shall have the same force and effect as the originals thereof would have and shall be treated as originals for audit, admissibility in evidence and other similar purposes;

E. The standardization of equipment and supplies necessary for records maintenance; and

F. The efficient management of communications, including directives, correspondence, printing and publications, reports, forms, and mail. (Ord. 1332 § 1 (part), 1983)

The heads of departments, commissions and all other agencies of the county shall:

A. Establish and maintain an active continuing program in accordance with standards and procedures established by the managing director for the economical and efficient management, maintenance and disposition of the records of the agency and for the management and maintenance of electronic and computer-assisted public information systems;

B. Make and maintain records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures and essential transactions of the agency necessary and designed to provide direction, guidance and information, or to protect the legal and financial rights of the county, and of persons directly affected by the agency’s activities. (Ord. 2691 § 2, 1998: Ord. 1332 § 1 (part), 1983)

Each department or agency shall submit to the managing director for disposition approval:

A. Lists of any records that have been photographed or microphotographed and that, as a consequence, do not appear to have sufficient value to warrant their further preservation;

B. Lists of older records in the custody of the department or agency that are no longer created or are not needed by it in the transaction of its current business, or that do not appear to have sufficient administrative, legal, research or other value to warrant their further preservation;

C. Records disposition schedules proposing the disposal, after the lapse of specified periods of time, of records of a specified form or character that either are being accumulated by the department or agency or may accumulate after the submission of the schedules and apparently will not, after the lapse of the period specified, have sufficient administrative, legal, fiscal or other value to warrant their further preservation. (Ord. 1332 § 1 (part), 1983)

Records disposition lists and schedules submitted by agencies shall be reviewed by the managing director for the identification and selection of those records series which have sufficient historical value to warrant their preservation for archival purpose, or as required by law, ordinance or resolution to be retained permanently or for a specified period of time. After this identification and selection, the lists and schedules shall be submitted for approval to a committee, designated as the records disposition committee, composed of the managing director, director of finance, the corporation counsel, the county clerk, and the chairperson of the finance committee of the county council. Any county officer of the committee may designate a representative to act in the officer’s place and stead in all matters covered by this section. The committee shall return the approved records disposition lists and schedules to the appropriate department or agency through the managing director for implementation. (Ord. 1332 § 1 (part), 1983)

Approved records disposition lists and records disposition schedules are mandatory, except no records pertaining to unsettled accounts, claims, incomplete investigations, audits or litigation shall be destroyed until all such matters have been permanently resolved. (Ord. 1332 § 1 (part), 1983)

Any request for exceptions to records disposition standards for records series on already approved records disposition lists and schedules other than those exceptions set forth in section 2.84.070 shall be submitted to the managing director and the records disposition committee in accordance with the requirements of this chapter. (Ord. 1332 § 1 (part), 1983)