FY2025-04 Records Ordinance To Allow Extensions That Have Administrative Valuerd
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KODIAK ISLAND BOROUGH
ORDINANCE NO. FY2025-04
AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING
KODIAK ISLAND BOROUGH CODE TITLE 2 ADMINISTRATION AND PERSONNEL,
CHAPTER 2.40 RECORDS MANAGEMENT, SECTIONS 2.40.150 AND 2.40.160 TO ALLOW
EXEMPTIONS FOR THE DISPOSAL OF RECORDS THAT HAVE ADMINISTRATIVE VALUE
WHEREAS, KIBC Section 2.40.160 prescribes the process for review and disposal of records
at the end of their respective retention periods; and
WHEREAS, neither the disposal process in KIBC Section 2.40.160, nor the records retention
schedule, currently provide a process for the manager or a department director to decide to retain
a record beyond the end of its retention period; and
WHEREAS, the Manager and Clerk recommend that language be included under KIBC
2.40.160 for an opportunity for the manager or a department director to elect, for valid reasons as
determined in their discretion, to retain a record scheduled for disposal for an additional period of
up to five years before being reviewed again for disposal; and
WHEREAS, the Assembly finds that providing the manager and department directors the
opportunity to choose to retain particular records for a limited period beyond the normal disposal
date is in the Borough's best interests.
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH that:
Section 1: This ordinance is of a general and permanent nature and shall become a part of the
Kodiak Island Borough Code of Ordinances.
Section 2: Title 2 Administration and personnel, Chapter 2.40 Records Management, Section
2.40.150 Noncurrent Records Not To Be Maintained In Office Files to read as
follows:
Records no longer required in the conduct of current business by any office of the borough shall
be promptly transferred to the records center at the time such action is designated on an approved
records retention schedule. Such records shall not be maintained in current office files or
equipment. The manager and department directors may request that a record transferred
to the records center be held up to five years longer than the period provided for in the
records retention schedule if the manager or department director identifies a borough
administrative purpose iustifying a longer retention period for a record which is no longer
needed for conduct of current business.
Section 3: Title 2 Administration and personnel, Chapter 2.40 Records Management, Section
2.40.160 Disposal of Records is hereby amended to read as follows:
A. The clerk shall dispose of borough records if the following requirements are met:
1. The time for retention of the records under the approved retention schedule has elapsed
rendering them obsolete and eligible for disposal; and
Kodiak Island Borough, Alaska
Ordinance No. FY2025-04
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2. The records eligible for disposal are not vital or historical records, have no legal,
administrative, or financial value, and are not required to be retained for any other
purposes; and
3. The clerk has provided the list of records eligible for disposal to the manager and
department heads directors for review and recommendations.
prov rlerl 'f w r ord 'c .od fry... +L.o d'o ..o �l I'o+ o..d tL.R r ..rd I.: II be returned t.�. the
department and will revert back to being an aGtiV8 F8GGFd;
4. The borough attorney determined that the records do not need to be retained for a longer
period for purposes of any pending or threatened litigation or other legal purposes.
extension beyond an initial extension period of up to five years must be approved by
C. The clerk shall dispose of records eligible for disposal by destruction, by returning it to the
original owner, or by any other means deemed appropriate based upon the records. Records
eligible for disposal which are of a confidential nature shall be disposed of by means
determined to be appropriate by the clerk which does not compromise their confidential
nature.
D. The clerk shall provide a report to the borough assembly including a description of all records
that are scheduled to be disposed and of obsolete records disposed during the preceding
year. The clerk shall maintain a permanentt-log documentation of all records which have been
destroyed.
Effective Date: This ordinance takes effect upon adoption.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS FIFTEENTH DAY OF AUGUST, 2024
KODIAK ISLAND BOROUGH
SGn� l'n
Scott Arndt, Mayor
Introduced by: Manager Williams
First reading: 08/01/2024
Second reading/public hearing: 08/1512024
VOTES:
Ayes: Griffin, Sharratt, Smiley, Turner, and Whiteside
Absent: Ames and LeDoux
Kodiak Island Borough, Alaska
ATTEST:
Nova M. Javier, Bor ugh Clerk
Ordinance No. FY2025-04
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