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Applicable To: Bureau, division, section and unit commanders |
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Approval
Authority: Chief Richard J.
Pennington |
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Signature: Signed by RJP |
Date Signed: 3/12/09 |
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| Table of Content | |||
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7.1 Record Retention Responsibilities
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To establish procedures for the maintenance, use, preservation and destruction of records as required by State law.
The Atlanta Police Department will maintain and dispose of its records in compliance with the Georgia Records Act. (CALEA 82.1.2)
3.1 The Bureau, division, and section commanders will ensure compliance within their respective commands. They will each appoint an employee to serve as the command's Records Retention Officer.
3.2 The Property Control Unit commander will implement the directives.
3.3 The Property Control Records Analyst will coordinate the
records management program through the Department's Records Retention
Officers. The Property Control Analyst will direct the records of historical
value, such as papers of police chiefs and public safety commissioners to the
attention of the City of Atlanta Records Management Division's Municipal
Archives. 3.4 The Records Retention Officers will coordinate the records management program within their respective bureau, division, or section.
4.1.1 Bureau, division, and section commanders will identify employees in their respective commands to serve as Records Retention Officers and will submit their names to the Records Analyst.
1. The Property Control Records Analyst will coordinate the training of the Records Retention Officers by the City's Municipal Records Center staff.
2. When Records Retention Officers are transferred, the bureau, division or section commander will forward replacement names to the Records Analyst within 14 days.
4.2 Records Retention and Destruction
4.2.1 Records Retention Officers will identify or assist in the development of Application For Records Retention Schedules (form ARM-2) within their respective work sites on all Functional (Mission) files that are not covered under "Common Records Retention Schedules For Municipal Government." They will keep copies of the relevant Records Retention Schedules and Applications. They will forward new applications to the Property Control Records Analyst.
4.2.2 Records Retention Officers will assist work sites in the development of Report of In-House Records Destruction forms (ARM-23) when destroying General (Subject) Files. These files for disposition purposes are divided as follows:
1. Policy and Program Records
2. General Administrative Records
3. General Housekeeping Files
4.2.3 The records retention officer will shred their unit’s records when their respective records have aged past the retention date per approved schedule (see section 7.1 for schedule).
4.3.1 Records Retention Officers will ensure that all records and record series transferred to the Property Control Unit Local Records Holding Center or the City's Records Management Division are transferred in 15 x 11 7/8 x 9 5/8 brown fiberboard boxes.
4.3.2 Boxes will be transferred from the Property Control Unit Local Records Holding Center to the Records Management Division within two years per file Retention Schedule Application after they have been transferred from respective worksites to the Procurement Office’s Local Records Holding Center.
4.3.3 Records Retention Officers will properly complete Records Transfer and Receipt forms (ARM-3) when transferring records to the Property Control Unit Local Records Holding Center or to the Records Management Division. Retention Officers will affix the schedules to one end of the storage boxes.
4.3.4 Records Transfer and Receipt forms should be completely filled out to include listing of contents, unit transferring the records and a copy of an Application Records Retention Schedule form. Each box will be labeled from the outside with a Records Transfer and Receipt form. Do not write on records retention boxes except to indicate boxes' series number (e. g., 1 of 12, 2 of 12, etc.).
4.3.5 Records Retention Officers will file a copy of the Records Transfer and Receipt forms, signed by a representative from the Records Management Division.
4.3.6 The Records Retention Officer will apply the Atlanta Police Department’s Components/Acronym organization codes (See APD.SOP.1010, section 7.4) to each Records Transfer and Receipt and Records Retention schedule forms sent to the Property Control Unit Local Records Holding Center.
4.4 The Property Control Records Analyst will process records that are not attributed to an existing bureau, division, or section, including the papers of former police chiefs and public safety commissioners.
4.5 The Property Control Records Analyst will be available to
receive records at the Procurement Office’s Local Records Holding Center
between the hours of 10:00 a. m. to 12:00 noon on Tuesday and Thursday of each
week, or as designated by the Support Services Division commander.
5.1 City of Atlanta Records Management Division: Located in City Hall East on the 3rd floor, Suite 3116 for the storage, processing, servicing and security of public records that must be retained for various periods of time but do not need to be retained at Departmental work sites.
5.2 Component/Acronym: Departmental codes indicating the organizational level where records are generated by units, sections and divisions.
5.3 Functional (Mission) Files: Documents accumulated as a result of performing an assigned mission; records which show the performance of assigned functions.
5.4 General (Subject) Files: Often referred to as "General Correspondence" or "General Administrative" files, they include correspondence, reports, technical papers, studies, reference materials and other records created or received in the general administration of a program, or in the management of an agency. Files are usually arranged alphabetically by subject.
5.5 Local Records Holding Center: A Departmental records storage area located at City Hall East (CHE).
5.6 Municipal Governments Common Records Retention Schedules:
Common records retention schedules that provide for disposition of similar
records found in more than one City agency. For example, most City agencies
maintain personnel, budget and accounting records. 5.7 Records: All documents, papers, letters, maps, books (except books in formally organized libraries), microfilm, magnetic tapes, or other material regardless of physical form or characteristics made or received by APD.
5.8 Records Analyst: The Departmental specialist responsible for coordinating a comprehensive records management program for all work sites on the maintenance, use, preservation and destruction of records.
5.9 Reference Files: Documents maintained to facilitate operations; that are used for reference purposes; but do not document assigned functions. Includes (but not limited to) technical publications, library materials, professional publications, federal and State Laws, rules, regulations, and other material maintained solely for reference to assist in accomplishing the Department's mission.
5.10 Records Retention Officer: An employee in each bureau, division, or section that coordinates the records management process within that command.
5.11 Retention Schedule: A set of disposition instructions prescribing how long, where, and in what form a record series will be kept. Form ARM-2.
5.12 Record Series: Documents or records that are filed in a unified arrangement having similar physical characteristics or relating to a similar function or activity.
APD.SOP.1050 “Records Management and Retention”, issued July 1, 2005
Georgia Records Act, Ga., O. C. G. A, 50-18-90 et seq;
records management program for local governments, O. C. G. A. 50-18-99. Atlanta City Code, Sections 2-1782 through 2-1786.
City of Atlanta Records Management Manual
7.1 Record Retention Responsibilities
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