Page 6 - City of Farmington Administrative Regulations

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Effective Date: November 23, 1987 Subject: City Records

A-87-4
AN ADMINISTRATIVE REGULATION
GOVERNING RETENTION AND DESTRUCTION OF CITY RECORDS

Section 1. This Administrative Regulation establishes procedures
gove.tning the retention and destruction of City records as
provided in the Record Retention Manual.
Section 2. A record is the official document of the City of
FarmJ..ngton-. when reference is frequent and immediate access
important, that record is considered ACTIVE. When a record is no
longer active it should be transferred to the Archives for
appropriate storage/destruction.

Section 3. All inactive records sent to the Archives shall be
ha:,idled under the rules prescribed in the Records Retention
Manual. Each department shall appoint a depart.~ent
representative to act as Records Officer for that department.
The Records Officer 1c1ill be responsible for the Records Retention
Manual, it's updatinq, and making certain that other members of
the d.epartment are aware of the manual and it's guidelines,
Section 4. All records created by a department shall remain the
property of the City of Farmington. The City Clerk is the legal
custodian of all records. The Archives is the physical location
of the records transferred for storage.
Section S. Access to reeords in the Archives will be granted to
au"t;horized persons ONLY. To be authorized you must be an
empioyee of the department who transferred the record or have a
letter of authorization from the City Clerk, A signature is
required to access or take information from the Archives.

Section 6. All records, NOT OF A PERMANENT NATUlIB, transferred
to the Archives must be scheduled for destruction. BEFORE any
records are destroyed the Archivist will: l) notify th~
department of records to be destroyed, 21 fill out a Certificate
of Destruction listing all records to be destroyed, and 3) obtain
signatures from the department head (where the records were
originated) and the City Clerk approving those records for
destruction.

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City Manager

AR874,doc

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