1.03.050 Roles and responsibilities.
A. Records Management Program Coordinator. A city employee, designated by the City clerk, who has general administrative responsibility for development and implementation of the records management program. The records management program coordinator shall have authority to establish citywide policies and rules related to the management of records.
1. Duties include. Providing records management advice and assistance; developing, disseminating, coordinating file maintenance guidance, records disposition procedures, and computer-assisted retrieval programs in order to meet the current and long-term informational needs of the City; and providing all new city employees and elected officials onboarding materials on the basics of records management and public records.
B. Public Records Disclosure Program Coordinator. A city employee, designated by the City clerk, who works in conjunction with department records coordinators to fulfill public records disclosure requests. This employee has general responsibility for the public disclosure software program administration, staff training, development of public records disclosure policies and procedures, fulfilling reporting requirements, and keeping apprised of and implementing any legal changes to public disclosure requirements.
C. Department Director. Implement and ensure compliance with the City records program within their department, as outlined in the City records program and this ordinance; and shall designate departmental record coordinators and backups for their department and divisions. Any vacancies in the department record coordinator position shall be filled promptly.
D. Department Record Coordinator. Staff designated as department record coordinators shall:
1. Provide coordination between the staff of his or her department/division, the records management program coordinator, and the public records disclosure program coordinator to:
a. Ensure compliance with the provisions of this chapter and implement policies and procedures of the records management and public records programs.
b. Disseminate records management and public records legal updates, policy changes, and best practices.
2. Have a backup coordinator designated by the department director.
3. Comply with legally mandated training requirements.
E. City Council. The governing body of the City who adopts the City records program as a city policy, approves the City records strategic plan, and receives reports regarding the status and effectiveness of the program.
F. City Mayor. The elected official who implements the City records program and its strategic plan as adopted by the City council; and approves program policies and procedures that ensure City of Redmond records are maintained in a manner that meets Washington State Archives guidelines.
G. City Clerk. Statutorily-assigned records management officer, under the direction of the executive office who provides central leadership and oversight of the City records program; supervises the records management program coordinator and the public records disclosure program coordinator; and provides overall guidance on the City records program and its policies, procedures, and regulations.
H. City Attorney. Consults on legal changes affecting the City records program as needed; authorizes the destruction of city records as needed; and notifies city employees of litigation holds and releases for city records upon potential litigation, or any other requests for records received. (Ord. 2976 § 2 (part), 2019).