MEMO TO: Members of the City Council
FROM: Mayor John Marchione
SUBJECT:
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Adoption of an Ordinance Codifying Redmond Municipal Code 1.03, City Records
a. ORDINANCE NO. 2976: An Ordinance Enacting Chapter 1.03 of the Redmond Municipal Code Entitled, "City Records"
I. RECOMMENDED ACTION
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Adoption of an Ordinance Codifying Redmond Municipal Code 1.03, City Records, to create the City Records Program.
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II. DEPARTMENT CONTACTS
Maxine Whattam, Chief Operating Officer 425-556-2310
Jonny Chambers, Technology and Information Services Director 425-556-2160
Cheryl Xanthos, City Clerk 425-556-2191
Charliann Cross, Records Management Program Coordinator 425-556-2194
Andrea Racine, Technology Project Manager 425-556-2192
III. DESCRIPTION/BACKGROUND
The City Records Program will create a comprehensive, consistent, citywide approach to managing records. The ordinance adopting this policy will show the city's commitment to managing records in compliance with laws and rules for records management laid out by the State of Washington and will set a tone of openness and transparency.
The City Records Program is governed by state regulations including:
RCW 40.14 contains regulations for the retention, preservation, and lawful destruction of public records. A public record is defined as either created, received or used by the city, in connection with the transaction of public business, and regardless of physical form or characteristics.
RCW 40.14.020, public records are the property of the State of Washington and do not belong to the individuals who create or receive them. These records must be kept, managed, and disposed of lawfully, in accordance with approved records retention schedules. Defined rules need to be established to help staff determine what constitutes a public record and the retention requirements in order to capture, manage, retain and dispose of records appropriately.
Adoptio...
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