1-14-4: CITY CLERK:

   A.   Municipal Records Manager: Per Idaho Code section 50-908, the City Clerk is the Municipal Records Manager for the City and all its records. The City Clerk shall ensure there are efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all City records through a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition.

   B.   City Records Storage; Reference; Retention:

      1.   Storage: The City records may be stored in one or more buildings to ensure their security from deterioration, theft, or damage while stored, and to permit the fast and efficient retrieval of the records for the City's and the public's review and use.

      2.   Reference: The City Clerk shall catalogue and maintain the City Records through a records management system that is separate from the City Archives maintained by the City Archivist.

   C.   Powers And Responsibilities: The powers and responsibilities of the City Clerk, in their role as the Municipal Records Manager, shall include, but not be limited to the following:

      1.   To administer the Records Management Program and thereby be responsible for Citywide collection, management, preservation, and disposition of all City records.

      2.   To analyze, develop, and provide written standards and procedures for the care and maintenance of City records, including those created or maintained in an electronic format through the Records Management Program in accordance with currently accepted records management professional standards.

      3.   To maintain City records through a citywide records management system to facilitate quick and accurate access.

      4.   To prepare records retention and disposition schedules in cooperation with City departments and offices for the approval and adoption by City Council, and to review such schedules every three (3) years or more often as needed and amend or update such schedules as necessary.

      5.   To establish recordkeeping requirements for business systems or applications that maintain official City records.

      6.   To guide, train, and assist City departments, offices, and employees to comply with State law, City code, and policies governing City records as follows:

         a.   To create and provide a manual setting forth the City's records management policies and procedures.

         b.   To develop a complete curriculum of records management and archives training sessions, and to regularly provide training to all City officials and employees in the fundamentals of records management and their related duties.

         c.   To coordinate with the Director of the Human Resources Department in the development and maintenance of records management curriculum to be included in new employee orientation, and update the curriculum as needed.

         d.   To examine and review records management processes in each City department and office periodically and suggest changes as needed to facilitate the greatest efficiency and effectiveness in their records management systems.

         e.   To monitor compliance with standards regarding filing and records storage equipment in all City departments and offices.

         f.   To assist and advise all City departments, offices, and employees as needed for special projects related to City records.

      7.   To manage all off-site records storage facilities and maintain, preserve, and secure all records stored within such facilities.

      8.   To acquire, receive, maintain, secure, manage, and arrange for the disposition of inactive records from all City departments, offices, and divisions.

      9.   To acquire, receive, appraise, and secure all records for areas annexed by the City from a county, special district, or defunct agency.

      10.   To timely coordinate and administer the necessary transfers, review, and destruction of records according to their retention schedules.

      11.   To establish, in cooperation with other responsible City officials, a disaster plan for each City department and the archives to ensure maximum availability of records for reestablishing operations quickly and with minimum disruption and expense.

      12.   To define and identify vital, historical or permanent records, and develop procedures to ensure the preservation of the historically valuable records of the City.

      13.   To provide public access, as defined by State law and City policies, to the City's records within Records Management's custodianship.

      14.   To negotiate for the return of City records that have been removed from its possession.

      15.   To publish on the City's website, the current and accurate names of the designated records custodian and the alternate custodian who shall receive public records requests and their contact information.

      16.   To create and maintain a current and accurate roster of each City department's designated records custodians and their alternates and their contact information, and make such roster available to the public upon request. (1952 Code § 1-23-06; amd. Ord. 5-26, 3-10-2026)