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City of Dover, NH
Strafford County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the City Council of the City of Dover as indicated in article histories. Amendments noted where applicable.]
[Adopted 11-13-2013 by Ord. No. 2013.10.09-013 as Ch. 45 of the 2013 Code]
Copies of the City Charter and bylaws, rules, regulations and procedures of the Council and all departments, boards, commissions, authorities, committees or other agencies of the City of Dover shall be on file in the office of the City Clerk as public records for inspection by the public.
Copies of any of the above documents shall be available to the public, and the City Clerk may charge a nominal cost to help defray the printing costs. There shall be no charge for agencies of the City government.
[Adopted 11-13-2013 by Ord. No. 2013.10.09-013 as Ch. 127 of the 2013 Code]
[Amended 2-12-2020 by Ord. No. 2020.01.08-001]
A. 
Membership. The membership of the Municipal Records Committee shall consist of the City Manager or his/her designee together with the Clerk, Treasurer, Assessor or his/her designee and Tax Collector of the City pursuant to RSA 33-A:3. The Committee shall govern the disposition of records pursuant to the rules promulgated by the Municipal Records Committee and the disposition and retention schedule established by RSA 33-A:3-a.
B. 
Terms. All ex officio members of the Municipal Records Committee shall serve as members of the Committee as long as they hold their appointed offices in City government.
As used in this article, the following terms mean:
DISPOSAL
Shall be in accordance with guidelines and procedures developed by the Municipal Records Committee to assure that records of continuing value are not inadvertently removed or destroyed. Records designated as confidential by the office or department responsible for their custody shall be disposed under the supervision of the City Clerk in a manner that ensures the information they contain cannot be recaptured or reconstructed.
[Amended 2-12-2020 by Ord. No. 2020.01.08-001]
DUPLICATE
Any accurate, unaltered, unabridged copy of a record or series or records which is not original.
NONRECORD MATERIALS
Those extra copies of materials preserved only for convenience or reference, as well as redundant copies of official publications of the City.
ORIGINAL
Both the retained record copy and the copy maintained for use of the recipient or other authorized persons, or any other records designated by the Municipal Records Committee as original.
PERMANENT RECORDS
Those records that by state statute and administrative rules, the Code of Federal Regulations, or when so designated by the Municipal Records Committee, the custody of which "shall remain with the Municipality forever."
[Amended 2-12-2020 by Ord. No. 2020.01.08-001]
PUBLIC RECORD REQUEST FORM
Form to be used to process requests in accordance with RSA 91-A right-to-know requirements.
RECORD
All documents, papers, letters, warrants, deeds, reports, minutes of meetings, maps, charts, blueprints, photographs, films and microfilms, software used to process information as well as the information stored electronically which may be created by or provided to the City of Dover, its officers and employees acting in their official capacities. The term shall also include books, reports, and pamphlets produced by the City, newspaper notices of official actions by the City or its officers, and audio and video recordings made or received pursuant to law or ordinance or in connection with the transaction of official business of the City of Dover.
RECORDS RETENTION SCHEDULE
The Citywide schedule indicating:
A. 
How long records are to be retained in the department responsible for their creation or use; and
B. 
How long they must be retained to satisfy requirements mandated by RSA 33-A:3-a or the Code of Federal Regulations, or longer periods mandated by the Municipal Records Committee, before disposal or destruction.
SCHEDULED RECORDS
Those records that, by state statute and administrative rules or the Code of Federal Regulations, need only be retained for a stated period. The Municipal Records Committee may determine that such records are to be maintained by the City for a period longer than the minimum required period, such determination to be made a matter of record by the Committee and incorporated in the City-wide records retention schedule.
A. 
In keeping with state statute, the Municipal Records Committee is charged with carrying out the rules established by the New Hampshire Municipal Records Board (RSA 33-A:3). The Municipal Records Committee shall:
(1) 
Establish standards, procedures, and techniques for the effective management of the records of the City;
(2) 
Make continuing surveys of current practices for the management of records and recommend improvements in those practices, including the use of space, equipment, and supplies to create, maintain, and store records;
(3) 
Establish standards for the preparation of schedules providing for the retention of records of continuing value and for the prompt and orderly disposition of records which are no longer required to be maintained by state or federal regulations and no longer possess sufficient administrative, legal, fiscal or historical value to the City to warrant further retention;
(4) 
Analyze records management procedures for efficiency, accuracy, and cost effectiveness;
(5) 
Establish, maintain, and operate a center(s) for receiving, storing, and retrieving, upon request, records of the City's departments pending their disposition in a manner prescribed by law and the disposal and destruction policies developed by the Municipal Records Committee;
(6) 
Develop policies and procedures governing retrieval and access to records in keeping with RSA 91-A, federal and state law, and City ordinances, always providing that such policies and procedures respect the confidential nature of some records;
(7) 
Provide appropriate storage facilities and services to ensure the long-term preservation needs of the City's permanent records;
(8) 
Establish a program for the efficient management of forms and files;
(9) 
Accept gifts of money and/or property in the name of the City of Dover, subject to approval of the City Council, such gifts to be managed and controlled by the Municipal Records Committee; and
(10) 
Hire consultants or contractors as needed.
B. 
In carrying out these duties, the Municipal Records Committee shall:
(1) 
Approve all records retention and disposition schedules;
(2) 
Review any request for information that was denied by the City Clerk to determine whether the denial was in keeping with prevailing law and policies;
[Amended 2-12-2020 by Ord. No. 2020.01.08-001]
(3) 
Make recommendations to the City Manager for the implementation of these policies;
(4) 
Render a report annually to the City Council regarding the development and status of the City's Records Management Program; and
(5) 
Turn over records in accordance with the records disposition schedule to the Trustees of the Woodman Institute. The Trustees shall keep only those records they determined to have historical significance.
[Amended 2-12-2020 by Ord. No. 2020.01.08-001]
The City Clerk is charged with the day-to-day administration of the City's Records Management Program and carrying out the policies developed by the Municipal Records Committee, including but not limited to the following:
A. 
Regularly report to the Committee and recommend for its consideration and approval standards, procedures, and techniques for the effective management of records and shall be responsible for maintaining and operating centers for storing and receiving records from City departments, pending their disposition or disposal;
B. 
Supervise and be responsible for all data entry in the City's records management system. The records shall be periodically backed up according to the information technology procedures;
C. 
Implement a program for the preservation and conservation of those records designated by statute or determination of the Municipal Records Committee as permanent or possessing historical value; and
D. 
Supervise the destruction or disposal of scheduled records and will attest that such destruction/disposal was carried out in the manner required by the Municipal Records Committee.
The officer in charge of any City department, agency, board or commission shall:
A. 
Make and preserve public records containing proper documentation of the department's or agency's organization, functions, policies and procedures;
B. 
Establish and maintain effective controls over the creation, maintenance, and use of records and guard against the loss or unauthorized or unlawful removal of City records while such records are in their care;
C. 
Utilize the public record request form to process requests in accordance with RSA 91-A right-to-know requirements;
D. 
Apply provisions of the approved records retention schedule to execute the orderly disposition of records, including the transfer to the City records center(s) of noncurrent or inactive records; and
E. 
Appoint a department member who shall act as liaison between the department or agency and the City Clerk on all matters relating to the records of the department or agency and its recordkeeping practices.
[Amended 2-12-2020 by Ord. No. 2020.01.08-001]