Sec. 124.202. - Information Technology Division to be responsible for records administration.

The Information Technology Division shall have the following duties and responsibilities with respect to records administration: (a) Administer the provisions of this Part. (b) Organize and administer the City Records Center, including the City archives. (c) Establish and administer a records management program directed to the application of efficient and economical management methods relating to the creation, utilization, maintenance, retention, preservation and disposal of records. (d) Analyze, develop, establish and coordinate standards, procedures and techniques of record-making and recordkeeping. (e) Provide a centralized program of microfilming for the benefit of all City agencies. (f) Preserve and administer such records as shall be transferred to its care, accept, arrange and preserve them according to approved record storage practices and permit them, at reasonable times and under the supervision of the Division, to be inspected, examined and copied; provided, that a record placed in the keeping of the Division under special terms and conditions restricting its use shall be made accessible only in accordance with these terms and conditions. (g) Institute and maintain a training and information program in all phases of archives and records management to bring to the attention of City agencies approved and current practices, methods, procedures and devices for the efficient and economical management of records. (h) Make continuous surveys of recordkeeping operations. (i) Recommend improvements in current record management practices, including the use of space, equipment, supplies and personnel, in creating, maintaining and servicing records. (j) Establish and maintain a program in cooperation with each City agency for the selection and preservation of records considered essential to the operation of government and to the protection of the rights and privileges of citizens. (k) Insure the maintenance and security of records which are deemed appropriate for preservation. (l) Establish safeguards against unauthorized or unlawful removal or loss of records and initiate appropriate action to recover records removed unlawfully or without authorization. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E) Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization. Note— Former § 122.202 .