Pomona Municipal Code § 2-1127 Responsibilities

Footnotes:

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State Law reference— Records management, Government Code § 34090 et seq.; local government records retention, Government Code § 12236.

The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:

Appraisal of records means the act of determining:

(1) The relative activity of records;

(2) Value of records with regards to administrative, legal, fiscal, research or historical interest;

(3) Adequate and essential periods of retention; and

(4) Appropriate disposition of records.

Disposition involves either the transfer of inactive records to the records center or the disposal of noncurrent records by destruction, sale as wastepaper or other lawful disposition.

Physical inventory means a complete listing of file contents by record or record series, together with sufficient supporting data to enable a proper evaluation for determining retention periods.

Record means any paper, document, archive, map, book, drawing, photograph, videotape, data processing tape, tape sound recording, or microfilm which is created or maintained in the conduct of city business and preserved as evidence of the organization, functions, policies, decisions, procedures, operations or other activities, or because of the informational value of data contained therein.

Record series means groups of related records which are normally used and filed as a unit and which permit evaluation as a unit for disposition purposes. A record series may contain both forms and correspondence.

Retention period means the period of time established in accordance with statutory or other requirements which must elapse before disposition may be made of a body of records.

(Code 1959, § 2-90; Ord. No. 2889, § 1 (part))

Cross reference— Definitions generally, § 1-2.

(a) The city clerk shall provide and administer a records center for the efficient and economical storage, maintenance and servicing of inactive city records.

(b) Each office and department of the city shall:

(1) Conduct a physical inventory and appraisal of all records created and maintained by the department.

(2) Prepare a departmental records retention schedule which shall be a list of records and/or record series, identified by title and form number, in alphabetical or numerical arrangement, by organizational unit, noting for each record and/or record series a retention period for maintenance in the office and record center. Original and duplicate copies shall be listed separately, noting for each duplicate record the location of the original and the office or department having custody.

(3) Submit the established department records retention schedule to the city clerk.

(4) Periodically review the departmental records retention schedule and submit to the city clerk revisions to the schedule which will reflect changes in retention periods or additions or deletions of records.

(c) The city clerk, as head of the records management program, shall:

(1) Advise and assist in the preparation of records retention schedules.

(2) Review such schedules and make recommendations as deemed appropriate to ensure coordination and cooperation in the creation, maintenance, protection, retention and disposition of all city records.

(3) Approve or disapprove revisions to the records retention schedule that do not affect the destruction of records, but affect only the transfer of records to the records center.

(d) The city council shall, by approving the departmental records retention schedule, grant to the officers mentioned in this section or to the head of a department the authority to destroy duplicate records less than two years old if they are no longer required in accordance with the retention periods established in such schedule. Requests by officers or the head of a department for the destruction of original records in accordance with the established retention periods shall be forwarded to the city attorney and city clerk for his/her written consent, as provided for by the governing general law.

(Code 1959, § 2-91; Ord. No. 2889, § 1 (part); Ord. No. 4299, § 1, 3-15-2021)