(A) It is the policy of the City of San Luis (the “City”) to facilitate the prompt and orderly disposition of records no longer possessing sufficient administrative, legal or fiscal value to warrant their further retention and to ensure the retention and preservation of records with continuing value for historical or research purposes. In addition, it is the policy of the City to administer a records management program to promote the economic and efficient management of the City’s public records.

(B) This City Records Management and Retention Policy (this “policy”) includes Records Retention and Disposition Schedules that have been approved by the Director of the Arizona State Library, Archives, and Public Records and by the San Luis City Council. These schedules are in compliance with the City Code, Arizona Revised Statutes and other federal, state and local rules and regulations relating to public records. This policy also includes the procedures for changing or adding to these schedules.

(C) Pursuant to Arizona Revised Statutes (A.R.S.) Title 41, Chapter 1, Article 2.1, the City desires to establish and maintain a records management program, create and submit any custom records retention schedules for approval and appoint records managers/coordinators as appropriate. This policy applies systematic controls and cost reduction principles to the City’s records system through the use of the procedures outlined in this policy and through the application of the authorized retention and disposition schedules. These schedules control the utilization, maintenance and storage of all phases of the life cycle of all records created and accumulated by the City. Compliance with the procedures and with the schedules is required by law. (Ord. 360 § 2, passed 12-28-2016; Res. 1172 § 1(1), passed 12-14-2016. Code 2012 § 37.10.)