Martinez Municipal Code Ch. 2.76 Records Management

The declared purpose of this Chapter is to provide for the adoption, application, and administration of a records management program for the City.

(Prior code § 2207; Ord. 733 C.S. § 1, 1971; Ord. No. 1443, § 3, 2/1/2023)

As used in this Chapter:

A.

"Microfilm"

means the photographic reduction of records as replacements for or in lieu of original records. Such microfilm is to be retained in accordance with Council-approved retention schedules.

B.

"Records"

means documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers, as defined by the California Public Records Act.

C.

"Records center"

means a central repository for housing all City inactive records until they have met their specified retention.

D.

"Records management"

means the systematic control over the creation, maintenance, protection, and disposition of all City records.

E.

"Retention schedules"

means the document describing records maintained by City departments and specifying the period of time established for its retention in accordance with statutory or other requirements which must elapse before disposition may be made of a body of records.

(Prior code § 2207; Ord. 733 C.S. § 2, 1971; Ord. No. 1443, § 3, 2/1/2023)

The office of the City Clerk shall be responsible for the administration of the records management program for the City. He or she shall:

A. Develop and issue such instructions as may be necessary for the efficient operation of the program;

B. Develop a uniform filing system for all City records to be administered, where practical, on a centralized basis under his or her jurisdiction;

C. Maintain a City records center to house records no longer required in active office areas but which records require further retention due to legal, operating, or historical retention;

D. Develop procedures for the protection of City records against natural or other disasters;

E. Advise and assist City departments in the preparation of records retention schedules;

F. Maintain and oversee the development, implementation, and administration of the records management program and records retention schedule; and

G. Advise and assist City departments in studies to determine applications of records-housing equipment and microfilming systems.

(Prior code § 2207; Ord. 733 C.S. § 3, 1971; Ord. 1039 C.S. § 28, 1985; Ord. No. 1443, § 3, 2/1/2023)

In implementing and maintaining the records management program, the City Council authorizes the City Clerk to:

A. Destroy records as provided by Section 34090 et seq. of the Government Code of the State of California, and in accordance with the provision of the records retention schedule upon the request of the department head and with the consent in writing of the department head, City Clerk, and City Attorney, without further action by the City Council.

B. Update the records retention schedule upon the consent of the department heard, City Clerk, City Attorney, and City Manager, without any further action by the City Council.

(Ord. No. 1443, § 3, 2/1/2023)