a. Executive body that endorses the principles of efficient records management for borough public records kept in accordance with state law. The records management program includes the systematic control of records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval to their ultimate disposition for the purpose of reducing the costs and improving the efficiency of record keeping. The term includes the development of records retention schedules, a uniformed record plan, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, the management of micrographics and electronic and other records storage systems, and the development of policies and procedures to implement the program; and

b. Approve borough records retention schedules and any amendments.

a. Ensure that all departments comply with the records management program; and

b. Approve the records management policies and procedures as prepared by the clerk.

a. Assigned by the assembly to provide central leadership and oversight of the records management program per AS 29.20.380 and KIBC 2.50.020; and

b. Prepare and approve the records management policies and procedures.

a. Designating a departmental records management coordinator who shall represent the department on the borough records management team;

b. Implementing and ensuring compliance with the records management program within the department according to the borough standards, policies, and best practices;

c. Establishing and maintaining file systems in compliance with prescribed standards and procedures;

d. The preparation and periodic revision of a departmental records retention schedule which shall be submitted to the records management team;

e. The physical inventory of all records created and maintained in their own department; and

f. The preparation of inactive records for micrographic conversion and/or for relocation to the records storage area.

a. Review retention schedules for legal compliance and determine that the records scheduled to be disposed of do not need to be retained for a longer period for purposes of any pending or threatened litigation or other legal purposes; and

b. Responsible for notifying borough manager and clerk’s office of litigation holds and releases for borough records upon potential suspicion of litigation, or subpoena of borough records.

a. Prepares and administers the records management policies and procedures according to the deputy clerk’s job description; and

b. Works with the records management team to fulfill its roles and responsibilities.

a. Assess and evaluate the borough records management program and systems in place. Identify the records management needs, prioritize those needs, and provide support for the total records management program;

b. Review recommended retention schedules submitted by borough departments and forward recommended retention to the assembly for adoption;

c. Responsible for providing coordination between the records management team and personnel in their department to ensure compliance with the provisions of the records management program. They are also responsible for maintaining their department records, both active and inactive, for the life cycle of the record; and

d. Serve as the spokesperson for the records program for their department and shall inform their department of any changes in policies and procedures.

a. Create, capture, and organize records of transactions undertaken in business processes according to the borough’s policies, procedures, and this chapter. [Ord. FY2022-19 § 2, 2022; Ord. FY2010-02 §2, 2009].