Chapter 2.51
RECORDS MANAGEMENT PROGRAM
Sections:
2.51.010 Records management program.
2.51.030 Administration of program – Duties.
2.51.010 Records management program.
The city of Sequim manages its records in accordance with Chapter 40.14 RCW (Preservation and Destruction of Public Records), other applicable state laws, and the city’s adopted policies, including the general records management policy approved in Resolution R2024-014, as may be amended. (Ord. 2024-029 § 1 (Exh. A))
2.51.020 City records.
“City records” means any public record as defined in Chapter 40.14 RCW or other applicable statute. (Ord. 2024-029 § 1 (Exh. A))
2.51.030 Administration of program – Duties.
A. The city clerk is the designated administrator of the records management program and has the duties and responsibilities related to city records that are set forth in this chapter and in Chapters 2.12 and 2.50 SMC and any adopted guidelines and procedures.
B. The city clerk is authorized to designate other employees to assist in records management program tasks.
C. Records management duties include, but are not limited to, the following:
1. Developing policies and procedures to administer the records management program and records management issues;
2. Assisting with basic file management and records disposition policies, systems, standards, and procedures;
3. Preparing and keeping up-to-date records retention schedules in cooperation with city departments;
4. Defining and identifying essential records to ensure their ready availability for reestablishing operations with minimal disruption and expense after a disaster;
5. Providing records management guidance and training to city employees; and
6. Maintaining and producing upon request the records disclosure log required by RCW 40.14.026(4) (as enacted and as may be amended). The requirements of this subsection can be met by maintaining records request processing software that satisfactorily collects the necessary information in a manner that can be produced in a report that contains up to two years’ worth of data preceding the date of the report. In the alternative, the city clerk or designee may maintain the information in a spreadsheet or table containing at least two years’ worth of data at a time. The log will be retained for the length of time set forth in the applicable State Archivist retention schedule. (Ord. 2024-029 § 1 (Exh. A))