The City Clerk is the Chief Records Management Officer and Custodian of Records for the City of Avondale and is responsible for maintaining an active and continuing program for the economic and efficient management of the public records for the City. To assist the City Clerk in managing the city’s records, a Records and Information Management Policy was written for employees to follow. A Records and Information (RIM) Program Manual was also written to support the policy and to serve as a resource for employees to use when managing the records entrusted to them. In addition, employees received an overview of the policy and were given instruction in basic records management practices and principles.
What is Records Management?
Arizona Revised Statute §41.151.14(8)(D) defines Records Management as the implementation of systematic controls for records and information activities from the point where they are created or received through the final disposition or archival retention, including distribution, use, storage, retrieval, protection and preservation.
What is a Record?
Pursuant to Arizona Revised Statute §41.151.18 "records" means all books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristics, including prints or copies of such items produced or reproduced on film or electronic media pursuant to section 41-151.16, made or received by any governmental agency in pursuance of law or in connection with the transaction of public business and preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government, or because of the informational and historical value of data contained in the record, and includes records that are made confidential by statute. Library or museum material made or acquired solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference and stocks of publications or documents intended for sale or distribution to interested persons are not included within the definition of records as used in this article.