1965-519ORDINANCE NO. 519
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AN ORDINANCE CREATING A NEW SECTION IN THE
CODE OF ORDINANCES OF THE CITY OF SOUTH MIAMI,
FLORIDA, TO BE CODIFIED, AUTHORIZING THE PHOTO -
GRAPHING AND DESTRUCTION OF PUBLIC RECORDS,
CREATING A RECORDS RETENTION COMMITTEE, PRE-
SCRIBING THE MANNER OF PHOTOGRAPHING AND
DESTROYING PUBLIC 'RECO68 - PROVIDING FOR
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SURVEYS OF RECORDS BY DEPARTMENTS, AND PRO -
HIBITING UNAUTHORIZED DESTRUCTION.OF RECORDS
WHEREAS, public records of the CITY OF SOUTH MIAMI,
FLORIDA, have become so voluminous as to make adequate preser-
vation and storage of the same difficult and costly; :...
Y
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY
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SOUTH , COUNCIL OF CITY OF MIAMI FLORIDA:
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Section 1. That there is hereby enacted a new Section
"The
in - Codeof Ordinances" of City of South
Miami, F1'or'ida, to 'be known as Section 2 -18,
which chapter shall be and does read as follows:
Section 18 A0PHOTOGRAPHING AND DESTRUCTION OF PUBLIC RECORDS
The City Clerk sh&ftliave the 'power to order the
destruction` of ' puliTic records 'of the City with or
without photographing" "such records prior "'to their
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destruction. Before the Clerk shall order any
public records destroyed by any - depakbnAt head,
official or employee, such de'struction shall be
approved by the Records Retention Committee.
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Records may be photographed or microfilmed, whether
destroyed or not.
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18 B: RECORDS RETENTION COMMITTEE
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There -is hereby created a Records Retention Committee,
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consisting of the City Clerk, the Director of Finance,
the City Attorney and the City Manager. The City
a
be t chairman the om- The
Records Retention shall e
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suitable limitations I of chapter,
governrthesdest "ructione
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destruction of public records of the City. Nothing
herein contained, however, shall relieve the Records
Retention Committee of the duty of k vestigating and
approving "the destruction of each individual group
of records when it is proposed that such group of
records be destroyed.
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18 C: MANNER OF MICROFILMING AND DESTROYING RECORDS,
CERTIFICATE
Miciofiliaifiq of records shall be accomplished by
the method or system best calculated to perpetuate
records on film. Destruction of records shall -be
ORDINANCE NO. (continued)
accomplished by casting them into the furnace
at the City incinerator. Upon th- ;destruction
of any City records, as herein provided, the
W1at: 's. _.-. poison -a as royiny -,vr U„coing
the destruction
of the same shall forthwith "make and file with
the City Clerk a Certificate describing the
records destroyed, and certify'ing''the date and
manner of destruction.
Section 18"D: SURVEY OF RECORDS BY DEPARTMENTS
At intervals at the discretion "of the department
head,'the head of each department of''the City
shall`nake, or cause to be made, a survey of the
records of his department, and sha11''forward''to
the City Clerk for consideration liy` he'Records
Retention Committee, tiffs recommendations as to
destruction, mic'rofilmirig or microfi`lnihq and
destruction, of a'hy`of the records of his depart-
ment.
18 E: UNAUTHORIZED DESTRUCTION OF RECORDS
It shall be unlawful for any person wilfully to
destroy and pulkic' records of the City without
proper authority to do so.
Section 2. That all ordinances or parts of ordinances,
in conflict herewith be, and the same are
hereby repealed.
Section 3. That this ordinance shall be in full force and
effect immediately upon and after its final
passage.
PASSED AND ADOPTED this 5th day of April, A.D. 1965.
Presiding Officer, City Council
ATTEST:
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