§ 2-6-16. Development of records retention and disposition schedules; disposition of records; transfer of records out of city custody.

(a)

When a records retention and disposition schedule is issued by the state archivist, it shall be applicable in the city unless a schedule requiring a longer retention period is adopted by the records administrator, after considering the advice and recommendation of the commission, in which case that schedule shall be applicable in the city. The applicable retention and disposition schedule shall constitute the authority to destroy transfer, microphotograph or otherwise dispose of the designated records.

(b)

Proposals to destroy records shall be reviewed by the commission which may issue a written recommendation regarding the proposed destruction. Thereafter, the proposal to destroy the records must be approved, in writing, by the head of the affected department, the city attorney, the commonwealth's attorney and the records administrator, each of whom, before issuing an approval, shall be provided a copy of the commission's written recommendation. The state archivist shall be informed of the disposition of any city records.

(c)

No records shall be transferred, for any period of time, from the city records center or city archives to a private individual, historical society, library, museum, college, university or other private entity or facility, unless expressly authorized by the city manager or her designee. (Ord. No. 3189, 3/21/87, Sec. 2; Ord. No. 3282, 4/16/88, Sec. 6)