(a) Establish and maintain an active, continuing program for the economical and efficient management of the public records of the City.

(b) Serve as liaison to the Arizona State Library, Archives, and Public Records and ensure the City’s compliance with the rules, regulations, standards, and procedures established by the Arizona State Library, Archives, and Public Records.

(c) Develop the necessary standards and procedures in the overall field of records management, including the filing and retrieval of active records, records inventory and appraisal, inactive files management and retrieval and the management and control of essential records.

(d) Educate City officials and employees in all areas of records management.

(e) Assist the departments in the establishment and updating of the City records retention and disposition schedules in conformity with legal, administrative and fiscal constraints and as set forth in SLCC 2.40.260(A) and (B).

(f) Establish a forms creation and control program.

(a) Establish and maintain records the City records retention and disposition schedules on file in the City Clerk’s office.

(b) Coordinate the inventory of records with each department.

(c) Review the City records retention and disposition schedules for each department based upon the information obtained from the Records Inventory Worksheets and amend the City records retention and disposition schedules accordingly, contingent upon approval by the City Council and the Arizona State Library, Archives, and Public Records, as more particularly set forth in SLCC 2.40.260(B).

(d) Receive from Department Records Clerk all boxes of eligible inactive records. Records assigned to the Records Center become the responsibility of the Records Manager.

(e) Keep an accurate record of all original active and archival records in the fireproof filing cabinets, in the electronic document system and in the off-site storage facility according to the directory listing.

(f) Dispose of the records located in the Records Center at the end of the retention period in accordance with the City records retention and disposition schedules.

(g) Assist in the retrieval and refiling of records that are stored at the Records Center.

(h) Transfer permanent or long-term records to the off-site storage facility and track the transfer of such records with a spreadsheet listing the boxes’ barcode numbers.

(i) Assist and monitor the document imaging when other departments receive approval for document imaging by creating templates, reviewing scanned records series and keeping track of record series that have surpassed their retention period as set forth in the City records retention and disposition schedules for deletion from the system.