1975-02 Providing for the Retention, Disposal, and Microfilming of Public Records1
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KODIAK ISLAND BOROUGH
ORDINANCE NUMBER 75 -2 -0
AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH PROVIDING FOR THE RETENTION, DISPOSAL AND MICRO-
FILMING OF PUBLIC RECORDS
WHEREAS, A. S. 40.21.080 authorizes a local governing body to
authorize in advance the periodic disposal of public records that the
governing body considers to have no legal, or administrative or
historical value:
NOW, THEREFORE BE IT ORDAINED by the Assembly of the Kodiak
Island Borough that:
I. That Chapter 2.16 of the Kodiak Island Borough Code of
Ordinances is amended by adding a new section to read as follows:
2.16.200 Retention, disposal and microfilming of public records.
A. Record Retention Program - The Borough Clerk shall prepare a
record retention program and records retention schedule of records
specifying the records to be :
I. Retained permanently;
2. Destroyed;
3. Disposed of routinely in the regular course of public
business; and
4. Microfilmed
The records retention schedule shall be adopted by Resolution and may be
updated and amended as necessary by Resolution. The schedule shall
list with sufficient detail for identification records without legal or
administrative value or historical interest to be destroyed, microfilmed
and periodically disposed of by the Borough in the regular course of
business. Any records to be destroyed shall be certified by the Borough
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Clerk and Borough Attorney as having no legal or administrative value or
historical interest. The Borough Clerk shall promulgate regulations for
the effective administration of the records retention program and record
retention schedule.
B. Disposal of Records. The Borough Assembly by resolution may
authorize the disposal and method of disposal of the records listed in the
records retention schedule found by the Assembly to be without legal or
administrative value or historical interest, including the periodic disposal
of records in the regular course of public business, and of disposal of
original records when microfilmed. The Borough Clerk or his designee
shall dispose of the records to be destroyed by cremation or other means
determined to be appropriate by the Borough Clerk. Upon disposal, the
Borough Clerk shall file in the Borough Clerk's office and in the department
from which the records were drawn, a descriptive list of the records dis-
posed of and microfilmed and a record of the disposal itself. The Borough
Clerk shall transmit copies of the list and record of disposal to the Borough
Assembly and the filing in the office of the Borough Clerk of the list and
record of disposal shall constitute a filing and preservation by the Assembly
of these documents.
The Resolution authorizing the disposal of records shall be in
substantially the following form:
"A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
AUTHORIZING THE BOROUGH CLERK TO DISPOSE OF CERTAIN BOROUGH
RECORDS
Whereas, the Code of the Kodiak Island Borough provides for the
destruction of records of the Kodiak Island Borough which have been found
not to be of historical interest nor to have a legal or administrative
value; and
Page TWO, ORDINANCE NO. 75 -2-0
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WHEREAS, the following documents are:
1. Permanent but nonhistorical and have been microfilmed:
(List Documents)
2. Nonpermanent and have been microfilmed for retention period:
(List Documents)
3. Not of an historical, legal or administrative value;
(List Documents)
or
4. Microfilmed records which have been retained for length of
retention period and have been found to have no historical
legal or administrative value:
(List Documents)
NOW, THEREFORE, the Assembly of the Kodiak Island Borough resolves:
I. That the above listed documents need not be microfilmed or
2. Have been microfilmed, and
That the records listed above have no historical, legal or administrative
value and may be destroyed as provided by the Code of the Kodiak Island
Borough.
PASSED AND APPROVED THIS day of , 19 "
C. Microfilming. The Assembly in the resolution as to the record
retention schedule may authorize the substitution of microfilmed copies for
any original records, including records to be periodically disposed of, and
the disposal of these original records when microfilmed. Records pertaining
to any claim and demand by the Borough or against it, or any account in
which the Borough is concerned, either as a debtor or creditor, shall not
be destroyed until the claim, demand or account has been settled and adjusted.
A reproduction, print or enlargement from an authorized microfilm copy of an
original record shall be considered as an original record for all purposes,
including the introduction in evidence in any court or other legal or
administrative proceedings. When microfilmed, the original records may be
destroyed or otherwise disposed of as provided in subsection "B". The
microfilmed copies shall be kept in conveniently accessible and properly
Page THREE, ORDINANCE NO. 75 -2 -0
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ATTEST:
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Borough Clerk
fireproofed and insulated files, cabinets or containers and shall be in-
dexed, assembled and maintained for ready referecne.
D. Definitions. As used in this section the words "record" or
"records" include any paper, book, photograph, microfilm, sound re-
cording, map blueprint, drawing or other document or memorandum which
has been placed in the custody or under the control of or filed with any
department, agency, board, commission officer or employee of the Borough
except documents or published material kept only for convenience or
reference.
First Reading and Approval Date: March 6, 1975
Second Reading, Public Hearing
Effective Date: (Passage Date) :
Page FOUR, ORDINANCE NO. 75 -2 -0
KODIAK ISLAND BOROUGH
Acting Borough Ma or
Byitl «L J 2 . (7 y ,.
Deputy Presiding Officer
April 3, 1975
April 17, 1975