[CC 1983 §26.010]
As used in this Chapter the following words and terms have the
meanings indicated, unless the context clearly requires otherwise:
Any department, office, Commission, Board or other unit of
Municipal Government created for any purpose under the authorities
of the City of Hollister, Missouri.
Any record designated or treated as a municipal record under
the ordinances of the City Hollister, Missouri, and State law.
Document, book, paper, photograph, map, sound recording or
other material, regardless of physical form or characteristics, made
or received pursuant to law or in connection with the transaction
of official business. Library and museum material made or acquired
and preserved solely for reference or exhibition purposes, extra copies
of documents preserved only for convenience of reference, and stocks
of publications and of processed documents are not included within
the definition of records as used in Sections 109.200 to 109.310,
Amended Laws of Missouri, 1972 and are hereinafter designated as non-record
materials.
[CC 1983 §26.020]
Any records made confidential by law shall be so treated in
the municipal records of the City of Hollister, Missouri.
[CC 1983 §26.030]
A.
The
head of each agency shall:
1.
Establish and maintain an active, continuing program for the economical
and efficient management of the agency.
2.
Make and maintain records containing adequate and proper documentation
of the organization, functions, policies, decisions, procedures and
essential transactions of the agency designed to furnish information
to protect the legal and financial rights of the City of Hollister
and of persons directly affected by the agency's activities.
3.
Submit to the Chairman of the State Records Commission, if any, in
accordance with the standards established by the Commission and promulgated
by the Director of Records Management and archives service, schedules
proposing the length of time each City records series warrants retention
for administrative, legal, historical or fiscal purposes after it
has been received or created by the agency. The head of each agency
also shall submit lists of City records in his/her custody that are
not needed in the transaction of current business and that do not
have sufficient administrative, legal, historical or fiscal value
to warrant their further keeping.
4.
Cooperate with the Director of the State Records Law in the conduct
of surveys made by him/her pursuant to the provisions of Sections
109.200 to 109.310, Amended Laws of Missouri, 1972.
5.
Comply with the rules, regulations, standards and procedures approved
by the State Records Commission and issued by the Director, records
management and archives service.
[CC 1983 §26.040]
It shall be the duty of the City Clerk and the heads of all
of the Departments, Commissions and Boards and other units of the
City of Hollister, Missouri, to preserve, manage and regulate all
destruction of the records no longer useful or needed according to
the established standards, procedures and techniques for effective
management of records as provided by the Director of "The State Records
Law" under the supervision of the Secretary of State of the State
of Missouri and shall follow the Missouri Municipal Records Retention
Schedule as hereinafter set forth in the following Sections of this
Chapter.
