§ 2-278. Records Management Officer; powers and duties; department heads.

(a)

The Records Management Officer shall have primary responsibility for the development and administration of a continuing records management program for the records of each department of the County. In addition to, and not by way of limitation of, his general responsibility for the records management program, he shall have the following express responsibilities, duties and powers in connection with the records activities of each department of the County:

(1)

Establish standards, procedures, and techniques for the effective management of County records.

(2)

Prepare record retention schedules providing for the retention of County records of continuing value and for the prompt and orderly disposal of County records no longer possessing sufficient administrative, legal, or fiscal value to warrant their further preservation. Prior to becoming operative, such retention schedules shall receive the written approval of the Chief Administrative Officer and the Hall of Records Commission.

(3)

Review proposals for the purchase or rental of filing equipment, microfilm or photocopying devices, and make recommendations thereon to the department heads.

(4)

Review all proposals to microfilm records, whether or not the ultimate destruction of the original records is involved.

(5)

Consult with and advise the departments in an effort to achieve uniformity of new forms.

(6)

Inspect records and records management practices of all executive departments.

(7)

Organize and administer a records storage center or centers for the inactive records of the County.

(8)

Develop, publish, and enforce standards of classifying, indexing, and filing records.

(9)

Require such reports as he deems necessary.

(10)

Assist office and department heads in training files and records personnel.

(b)

The head of each department shall:

(1)

Cooperate with the Records Management Officer in the preparation of records retention schedules made by him pursuant to the provisions of this Section.

(2)

Comply with the rules, regulations, standards, and procedures issued by the Records Management Officer with respect to the retention, disposal and storage, and photographic reproduction of departmental records.

(3)

Designate an employee to provide liaison with the Records Management Officer and assist him in carrying out the program in his department.

(Ord. and Res., 1967, Sec. 2-3; CB-27-1980)