Chapter 2.25
RECORDS MANAGEMENT
Sections:
2.25.010 Adoption of state provisions.
2.25.020 Retention of records.
2.25.030 Requirements for destruction.
2.25.010 Adoption of state provisions.
The City of Newberg adopts the Oregon State Archives City Records Retention Schedule for retention and destruction of all city records. It shall be the duty of the city recorder to review the schedule and recommend to the council any changes in the schedule that the State Archives Division may recommend. [Ord. 2430, 2-5-96; Ord. 2194, 11-3-86. Code 2001 § 35.01.]
2.25.020 Retention of records.
All records of the city shall be retained in accordance with the adopted Records Retention Schedule. [Ord. 2430, 2-5-96; Ord. 2194, 11-3-86. Code 2001 § 35.02.]
2.25.030 Requirements for destruction.
Notwithstanding anything hereinabove set forth, no records of the city shall be destroyed until the following requirements have been complied with, to-wit:
A. An independent post-audit has been made covering the period to which the records pertain.
B. The times given in the retention schedule have expired. [Ord. 2194, 11-3-86. Code 2001 § 35.03.]
2.25.040 Certificate form.
Whenever an officer of the city has accumulated records that have been retained beyond the period of time recommended in the retention schedule, that officer should describe and list them on a form which is prescribed by the city recorder and complies with all state laws. This form should have the signed approval of the city recorder, after which the records described therein may be destroyed. The original form must be filed permanently in the city recorder’s office. [Ord. 2194, 11-3-86. Code 2001 § 35.04.]