ORDINANCE __________________

AN ORDINANCE establishing the City Records Management Program within the City of Seattle

WHEREAS, records are required for government to carry out business activities, to document actions and decisions and to maintain continuity in governance; and

WHEREAS, all records created in city government are public records and it is necessary to provide for efficient, economical and effective controls over the creation, distribution, organization, maintenance, use and disposition of all City records; and

WHEREAS, it is necessary to provide a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition, consistent with the requirements of the State of Washington; and

WHEREAS, State laws and regulations govern the "Preservation and Destruction of Public Records" (RCW 40.14) and "Public Access to Agency Records" (RCW 42.17) and requirements for "Imaging Systems, Standards for Accuracy and Durability" (WAC 434-663); and

WHEREAS, the City Council and the Mayor support the establishment of a Citywide Records Management Program, Now Therefore

BE IT ORDAINED BY THE CITY OF SEATTLE AS FOLLOWS:

Section 1. There shall be established a City Records Management Program. The City Records Manager, in the Office of the City Clerk, shall be responsible for the development and implementation of the City Records Management Program. The purpose of the City Records Management Program is to provide for efficient, economical and effective controls over the public records created in the City. The City Records Management Program will apply to all offices, departments, boards, commissions, committees or similar entities of the City and records will be maintained and disposed of in accordance with this program. For the purpose of this ordinance, all offices, departments, boards, commissions and committees shall be referred to as "City agency".

Section 2. City records are public records. As defined in RCW 40.14 a public record is: "any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map drawing, machinereadable material, compact disc meeting current industry ISO specifications, or other document, regardless of physical form or characteristics, and including such copies thereof, that have been made or received by any agency of the state of Washington in connection with the transaction of public business, and legislative records as described in RCW 40.14.100". All City records are declared to be the property of the City and shall be managed in compliance with City Records Management Program policies and procedures. At the expiration of an individual's appointment or employment with the City, he/she shall inform the Records Coordinator of the location of all public records recorded on any medium, created, kept or received in the transaction of official business, for the City agency. The Records Coordinator, as defined in Section 5, shall ensure the records will be maintained as per approved retention schedules.

Section 3. Scope of the City Records Management Program. The scope of responsibility of the City Records Management Program may include, but is not limited to:

a) Assisting with basic files management and records disposition policies, systems, standards and procedures;

b) Preparing records retention schedules in cooperation with City agencies;

c) Defining and identifying vital records to ensure the availability of records for re-establishing operations quickly and with minimum disruption and expense after disaster;

d) Reviewing records retention schedules on a biannual basis and updating or amending as needed;

e) Providing records management advice and assistance to all City agencies via on-site consultation;

f) Developing policies and procedures to administer records management issues;

g) Training City staff in the fundamentals of records management;

h) Working with City agencies in regard to micrographics and imaging to ensure compliance with State law and standards;

i) Identifying issues and working with City staff on solutions for the management of electronic records.

Section 4. Establishing the responsibilities of the position of City Records Manager. The City Records Manager is responsible for ensuring that records management policies and procedures provide for the efficient, economical and effective control over the creation, distribution, organization, maintenance, use and disposition of City records. The City Records Manager is also responsible for developing and revising the scope of the City Records Management Program as needed to include current technology. With the cooperation of the City agencies, the City Records Manager will: implement the scope of the City Records Management Program within the agency and conduct audits to ensure compliance with records management policies and procedures. The City Records Manager shall have final authorization regarding the disposal of City records.

Section 5. Responsibilities of the City agencies. City agencies, with the assistance of the City Records Manager will implement the scope of the City Records Management Program within their agency and assist with audits to ensure compliance with records management policies and procedures. To assist with the implementation, each City agency shall name a Records Coordinator to act as a liaison between the City Records Management Program and the personnel in the City agency to ensure that records management polices are implemented.

Section 6. This ordinance shall take effect and be in force thirty (30) days from and after its approval by the Mayor, but if not approved and returned by the Mayor within ten (10) days after presentation, it shall take effect as provided by Municipal Code Section 1.04.020.

Passed by the City Council the _____ day of _______________, 2002, and signed by me in open session in authentication of its passage this _____ day of _______________, 2002.

___________________________________

President of the City Council

Approved by me this _____ day of _______________, 2002.

___________________________________

Gregory J. Nickels, Mayor

Filed by me this _____ day of _______________, 2002

___________________________________

City Clerk

(SEAL)

author/ typist Jennifer Smith/Jennifer Smith

File name rmordwhere

Date 1/15/2002

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