Chapter 2.64
CITY RECORDSlinklink

http://sterlingcodifiers.com/codebook/index.php?book_id=&chapter_id=48687
2.64.010: PURPOSE:
2.64.020: ACCESS TO PUBLIC RECORDS:
2.64.030: RETENTION OF RECORDS:
2.64.040: FEES OR CHARGES FOR RECORDS SERVICES:
2.64.050: APPEALS TO CITY'S CHIEF ADMINISTRATIVE OFFICER:
2.64.060: CITY'S RECORDS COMMITTEE:
2.64.070: DEVELOPMENT OF POLICIES AND GUIDELINES RELATING TO RETENTION AND MAINTENANCE OF CITY RECORDS:
2.64.080: RECEIVING, STORING AND PRESERVING CITY RECORDS:
2.64.090: COMPUTERIZED RECORDS:
2.64.100: ACCOMMODATIONS FOR PERSONS WITH DISABILITIES:
2.64.110: DISCIPLINARY ACTION FOR KNOWING VIOLATION OF THIS CHAPTER:

2.64.010: PURPOSE:linklink


A. The purpose of this chapter is to provide, consistent with applicable state and federal law, criteria and procedures relating to the records practices of the city including: management and retention of city records and amendment to city records.


B. The city has decided not to adopt an ordinance relating to classification, designation, access, denials, and appeals concerning city records as permitted by Utah code section 63G-2-701(1)(a). The provisions of the Utah government records access and management act, Utah code section 63G-2-101 et seq., or its successor provision directly govern.


C. It is the intent of the city to:

1. Maintain and preserve accurate records;

2. Provide, on request, access, within a reasonable time and at a reasonable cost, to city records which are defined by law as open to the public; and

3. Retain the security of city records; and records to which access is restricted pursuant to a court rule, Utah statute, federal statute, or federal regulation. (Ord. 13-13, 2013)

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2.64.020: ACCESS TO PUBLIC RECORDS:linklink

Access to city records is governed by the Utah government records access and management act, Utah code section 63G-2-101 et seq., or its successor provisions. (Ord. 13-13, 2013)
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2.64.030: RETENTION OF RECORDS:linklink

All city records and records series shall be evaluated, designated, classified and scheduled for retention consistent with the provisions of this chapter, the Utah public records management act, Utah code section 63A-12-100 et seq., or its successor provision, and applicable state and federal law. Scheduling for retention shall be conducted under the supervision of the city recorder, who shall be assisted, as necessary, by the records committee which is established in section 2.64.060 of this chapter, or its successor. Retention guidelines shall be prepared and promulgated by the records committee. (Ord. 13-13, 2013)
http://sterlingcodifiers.com/codebook/index.php?book_id=&section_id=868293
2.64.040: FEES OR CHARGES FOR RECORDS SERVICES:linklink


A. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for paper to paper photocopying.

A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for the following employee's time; however, no charge may be made for the first quarter hour of said time:

1. The staff time incurred for summarizing or compiling the record into an organization or media to meet the person's request;

2. The staff time incurred for search, retrieval, and other direct administrative time incurred for complying with a request; and

3. In the case of a record that is the result of computer output other than word processing, the actual incremental staff time incurred in providing the electronic services and products together with a reasonable portion of the staff time associated with formatting or interfacing the information for particular users, and the administrative time as set forth in subsections A1 and A2 of this section or its successor.


B. 1. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for copies of traffic accident reports of not more than the fee charge for similar reports by the state of Utah.

2. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for mylar or vellum prints twenty four inches by thirty six inches (24" x 36").

3. A fee, as shown on the Salt Lake City consolidated fee schedule, per square foot may be charged for prints made on mylar or vellum sheets larger than twenty four inches by thirty six inches (24" x 36").

4. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for a copy of a size C blueprint.

5. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for a copy produced on a microfilm printer which utilizes silver paper.

6. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for a copy made from microfilm utilizing a plain paper printer.

7. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged for a copy from a photograph.

8. A fee, as shown on the Salt Lake City consolidated fee schedule, may be charged to copy recording tapes or, to copy computer readable records to a computer readable form (e.g., disks). (Ord. 13-13, 2013)

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2.64.050: APPEALS TO CITY'S CHIEF ADMINISTRATIVE OFFICER:linklink

Pursuant to Utah code sections 63G-2-205(2)(c) and 63G-2-401 or their successor provisions, if the city denies a request for city records in whole or in part, the requestor has the right to appeal the denial within thirty (30) days to the city's chief administrative officer. (Ord. 13-13, 2013)
http://sterlingcodifiers.com/codebook/index.php?book_id=&section_id=868295
2.64.060: CITY'S RECORDS COMMITTEE:linklink


A. The city recorder's office shall oversee and coordinate the city's records management and archives activities in compliance with the Utah public records management act, Utah code section 63A-12-100 et seq., or its successor provisions and other applicable state and federal laws.


B. There is created the records committee, to be chaired by the city recorder or designee. Members of the records committee shall include, but not be limited to, the city recorder or designee, a representative from each department, a representative from the mayor's office and a representative from the city council office. The records committee shall meet periodically, as determined by the records committee, and the city recorder or designee. Records of the records committee shall be maintained by the city recorder's office.


C. Each department and the city council office shall appoint a records representative to assist with and be directly responsible for the implementation of this chapter regarding their records. Regular training shall be coordinated under the direction of the records committee.


D. The records committee shall develop, as needed, records management policies and procedures to govern and implement the provisions of this chapter, the Utah public records management act, Utah code section 63A-12-100 et seq., or its successor provisions and other applicable state and federal laws. Approval and promulgation of records policies and procedures shall be in accordance with the provisions of this chapter, the Utah public records management act, Utah code section 63A-12-100 et seq., or its successor provisions and other applicable state and federal laws. Copies of all rules and policies promulgated under this chapter shall be forwarded to the Utah state division of archives. (Ord. 13-13, 2013)

http://sterlingcodifiers.com/codebook/index.php?book_id=&section_id=868296
2.64.070: DEVELOPMENT OF POLICIES AND GUIDELINES RELATING TO RETENTION AND MAINTENANCE OF CITY RECORDS:linklink


A. The records committee shall develop implementation policies and guidelines relating to the retention and maintenance of city records. Records maintenance policies and procedures shall be developed to ensure that due care is taken to maintain and preserve city records. Policies and regulations regarding types and formats of papers, inks, electronic media, and other records and information storage media, materials, equipment and techniques shall be developed and promulgated by the records committee.


B. Property rights to city records may not be permanently transferred from the city to any private individual or entity, including those legally disposable as obsolete city records. This prohibition does not include the providing of copies of city records otherwise produced for release or distribution under this chapter. (Ord. 13-13, 2013)

http://sterlingcodifiers.com/codebook/index.php?book_id=&section_id=868297
2.64.080: RECEIVING, STORING AND PRESERVING CITY RECORDS:linklink

It is the responsibility of the city recorder to receive, store and preserve city records and to store in compliance with this chapter. Policies and guidelines regarding the nature of records and record series which are to be received and stored by the city shall be developed and promulgated by the city recorder. The office of the city recorder shall be considered the formal and official repository of city records including historical records. (Ord. 13-13, 2013)
http://sterlingcodifiers.com/codebook/index.php?book_id=&section_id=868298
2.64.090: COMPUTERIZED RECORDS:linklink


A. The city retains and reserves to itself the right to use any type of nonverbal or nonwritten formats to store, maintain or retrieve city records which are not prohibited by state statute, and does not compromise legal requirements for record storage, retrieval, security and maintenance.


B. All data retained on computer, data processing or electronic information systems shall be kept and maintained with due diligence to protect the security of any record which is considered nonpublic under this chapter. The records committee shall develop policies and regulations regarding the nature and duration of the storage of any public or nonpublic record, contained or stored upon nonwritten formats or data processing systems. (Ord. 13-13, 2013)

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2.64.100: ACCOMMODATIONS FOR PERSONS WITH DISABILITIES:linklink

Reasonable accommodations regarding access to city records shall be provided to persons with disabilities in accordance with policies developed under this chapter. (Ord. 13-13, 2013: Ord. 85-94, 1994)
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2.64.110: DISCIPLINARY ACTION FOR KNOWING VIOLATION OF THIS CHAPTER:linklink

A city employee who knowingly refuses to permit access to records in accordance with the act and this chapter, or who permits access to nonpublic records knowing that such access is prohibited, or who knowingly, without authorization or legal authority, disposes of, alters, or removes records or allows other persons to do so in violation of the provisions of the act, this chapter, or other law or regulation, may, in addition to the penalties established in the act, be subject to disciplinary action, including termination. (Ord. 13-13, 2013: Ord. 85-94, 1994)
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