96-088 - Approving the Destruction of Records in Accordance Therewith

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RESOLUTION 96-088 Page 2 of 3 "Writing" means a document in written or printed form. The purposes of this resolution are as follows: ae To assure that public records are not destroyed while they still serve a useful purpose. Be To avoid the loss of room and shelf space caused by the retention of public records which no longer serve a useful purpose. Ce To provide guidelines to City staff as to when public records may safely be destroyed. To avoid the necessity of requesting City Council approval for each individual case of public records destruction. 3. Scope Ao This Resolution is limited to originals of public records, except as otherwise provided in subsection B of this section. The department heads are authorized to establish rules or schedules for the destruction of copies of public records held within their respective departments which are not originals or copies subject to subsection B of this section. B. Whenever the original of a public record is sent to a location outside the custody of the City (as, for example, correspondence from a City officer or employee to a person outside of the city government), one copy of that record shall be retained by the department sending the record as if it were the original of that record. C. This resolution is also limited to public records which are in the form of writing on paper or microfilm or microfiche. 4. Authorization for destruction of records A. Those exhibits, designated A through M, attached hereto, providing retention schedules for various types of public records, are hereby incorporated by reference herein. Subject to the provision of subsection B of this section, each department head may authorize the destruction of a public record or class of public