Chapter 2.60
FILING, RETENTION AND DISPOSAL OF RECORDS
Sections:
2.60.030 Record retention schedule.
2.60.010 Storage.
A. The city manager shall maintain and store city records to assure an orderly filing system.
B. Records and documents to be stored shall be placed in transfer files and suitable containers, and each file or container shall be clearly marked as to the type of record or document contained in it, with the date of disposal, if any, noted on each file or container. (Ord. 2448 §1, 1982)
2.60.020 Record disposal.
A. After completion of an independent post audit at the end of each fiscal year, the city manager or his designee shall examine records proposed for disposal by each department.
B. The person making the examination shall complete a certificate authorizing the destruction of the records, accompanied by samplings of the type of records proposed for destruction.
C. Records to be disposed of shall be destroyed by burning or as directed by the city manager.
D. The certificate shall be in the following form:
CERTIFICATE
Records Authorized To Be Destroyed
_____________________________
Date
I hereby certify that I have personally examined carefully the following described records and documents of the __________ department that have been retained in this department for the specified length of time as required by city ordinance and that these records are no longer of any particular value to the city.
____________________________________
Name
____________________________________
Title
Authorized to be destroyed this ___ day of __________, 20___.
____________________________________
City Manager
Attest:
______________________________
City Recorder
(Ord. 2448 §2, 1982)
2.60.030 Record retention schedule.
The schedule of record retention provided in OAR Chapter 166, as authorized by ORS 192.105 and 357.895, shall be adhered to and shall govern the retention and disposal of all records now on file in each department of the city. (Ord. 2448 §3, 1982)