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RECORDS
MANAGEMENT DIVISION
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| Official
Records (602) 262-6811 |
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- Receives and maintains all official City
documents such as ordinances, resolutions, contracts, agreements,
deeds and Council minutes, and provides electronic access
to public records.
- Researches the City Code, Construction,
Fire and Zoning Codes.
- Administers the Citywide Records Management
Program.
- Administers the Open Meeting Law and Lobbyist
Programs (602) 256-3186.
- Coordinates all legal advertising for the
City.
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Facts |
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- Scans over 190,000 images into records imaging system annually.
- Processes 40,000 requests for information annually
- Posts over 3,500 meeting notices annually in compliance
with Open Meeting Law.
- Advertises 2,400 documents annually.
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| Document
Services (602) 262-4719 |
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- Operates the Records Center storage for inactive hardcopy
records.
- Provides 16mm roll film for filming of standard documents
and aperture cards which hold a single frame of 35mm microfilm
utilized for storing large documents or for use in the field.
- Provides 105mm fiche which hold up to 300 standard-size
data pages on one 4x6-inch fiche for low volume records with
long or permanent retention periods.
- Provides image scanning service (digital format) for all
source documents including large format maps and drawings.
- Provides security storage of microforms and disaster back-up
for all official records of the City of Phoenix.
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Facts |
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- Scans/films 2 million images annually.
- Produces 112,000 aperture cards annually.
- Produces 6,000 microfiche annually.
- Stores 28,500 cubic feet of inactive records in Records
Center.
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| Council
Support (602) 262-6557 |
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- Prepares Agendas and Minutes for Formal,
Recessed and Special City Council Agendas and disseminates
to staff and the public.
- Prepares letters to citizens and businesses notifying them
of Council Actions.
- Posts all formal and recessed agendas, add-on items, and
Council meeting results to the City’s internet site.
- Maintains Boards and Commissions appointments including
coordination of loyalty oaths.
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Facts |
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- Attends 50 Council meetings annually and processes 3,200
Requests for Council Action forms.
- Writes 2,000 letters relating to Council Actions annually.
- Posts all Council meeting results to Internet.
- Prepares and distributes 600 loyalty oath packets annually.
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Number
of Staff: 22
Locations:
Phoenix City Hall, 15th floor
License Services, 10th floor
Document/Records Center, 1101 E. Jefferson St. |
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