CITY RECORDS AND ARCHIVES

Boise City Code tit. 1, ch. 14

in effect

Boise City Code § 1-14-1 DEFINITIONS

1-14-1: DEFINITIONS: ARCHIVE COLLECTION MANAGEMENT SYSTEM: A reference system using unique identifiers (e.g., collection title, box number, folder, etc.) that supports archival functions, including but not limited to accession, arrangement, preservation, restrictions, and access within the archives collection. ARCHIVES (OR "CITY ARCHIVES"): A collection consisting of historic records and artifacts obtained from City Departments or offices, or through donation or purchase from private individuals or entities, and is maintained and operated separately from the City Records. ARTIFACT: An object made or modified by a human with cultural or historical significance that does not fall within the definition of a City Record. Artifacts are accessioned into the City archives collection for preservation. CITY ARCHIVIST: A City employee professionally trained in archival science and who is specifically responsible for the acquisition, management, preservation, and access of the City's historic records and artifacts. CITY CLERK: The Director of the Department of the City Clerk for the city of Boise City, Idaho, or their designee. CITY RECORDS (OR "RECORDS"): All papers, correspondence, memoranda, accounts, reports, maps, plans, photographs, sound and video recordings, files, microform, magnetic or paper tape, punched card or other documents including documentary materials and physical objects, regardless of physical form or characteristic, which have been or shall be created, received, filed, or recorded by any City office or department or its lawful successor, or officials thereof, in pursuance of law or ordinance or in the conduct, transaction or performance of any business, duty or function of public business, whether or not confidential or restricted in use. Materials acquired solely for reference, exhibit, or display, and stocks of publications shall not constitute records for purposes of this chapter. HISTORIC RECORDS: Records, as defined in this Chapter, which, due to their age or cultural significance, have enduring value based on the administrative, legal, fiscal, evidential, or historical information they contain. RECORDS MANAGEMENT SYSTEM: A reference system using unique identifiers (e.g., collection title, box number, folder, etc.) that supports the administration of all electronic and physical City records, including but not limited to accession, arrangement, preservation, management, disposition, and access to such records. (1952 Code § 1-23-01; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-2 CITY RECORDS, HISTORIC RECORDS, AND ARTIFACTS DECLARED PUBLIC PROPERTY

1-14-2: CITY RECORDS, HISTORIC RECORDS, AND ARTIFACTS DECLARED PUBLIC PROPERTY: All City records, historic records, and artifacts, as defined in this chapter, are hereby declared to be property of the City. No City official or employee has, by virtue of his or her position, any personal or property right to such City records, historic records, or artifacts, even though he or she may have developed or compiled them. The unauthorized destruction, removal from files, or private use of such records is prohibited. (1952 Code § 1-23-02; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-3 RECORDS MANAGEMENT PROGRAM AND CITY ARCHIVES ESTABLISHED

1-14-3: RECORDS MANAGEMENT PROGRAM AND CITY ARCHIVES ESTABLISHED: A. Records Management Program: There is hereby established a Citywide Records Management Program for the collection, preservation, management and disposition of all City records. The City Clerk shall direct the program and ensure coordination of records management operations among all the City departments and offices. B. City Archives: There is hereby established the City of Boise Archives to be hereafter known as the City Archives. The City Archivist, who is a part of the City's Arts and History Department, is responsible for the collection, management, preservation, and public accessibility to the City's historic records and artifacts. (1952 Code § 1-23-04; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-4 CITY CLERK

1-14-4: CITY CLERK: A. Municipal Records Manager: Per Idaho Code section 50-908, the City Clerk is the Municipal Records Manager for the City and all its records. The City Clerk shall ensure there are efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all City records through a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition. B. City Records Storage; Reference; Retention: 1. Storage: The City records may be stored in one or more buildings to ensure their security from deterioration, theft, or damage while stored, and to permit the fast and efficient retrieval of the records for the City's and the public's review and use. 2. Reference: The City Clerk shall catalogue and maintain the City Records through a records management system that is separate from the City Archives maintained by the City Archivist. C. Powers And Responsibilities: The powers and responsibilities of the City Clerk, in their role as the Municipal Records Manager, shall include, but not be limited to the following: 1. To administer the Records Management Program and thereby be responsible for Citywide collection, management, preservation, and disposition of all City records. 2. To analyze, develop, and provide written standards and procedures for the care and maintenance of City records, including those created or maintained in an electronic format through the Records Management Program in accordance with currently accepted records management professional standards. 3. To maintain City records through a citywide records management system to facilitate quick and accurate access. 4. To prepare records retention and disposition schedules in cooperation with City departments and offices for the approval and adoption by City Council, and to review such schedules every three (3) years or more often as needed and amend or update such schedules as necessary. 5. To establish recordkeeping requirements for business systems or applications that maintain official City records. 6. To guide, train, and assist City departments, offices, and employees to comply with State law, City code, and policies governing City records as follows: a. To create and provide a manual setting forth the City's records management policies and procedures. b. To develop a complete curriculum of records management and archives training sessions, and to regularly provide training to all City officials and employees in the fundamentals of records management and their related duties. c. To coordinate with the Director of the Human Resources Department in the development and maintenance of records management curriculum to be included in new employee orientation, and update the curriculum as needed. d. To examine and review records management processes in each City department and office periodically and suggest changes as needed to facilitate the greatest efficiency and effectiveness in their records management systems. e. To monitor compliance with standards regarding filing and records storage equipment in all City departments and offices. f. To assist and advise all City departments, offices, and employees as needed for special projects related to City records. 7. To manage all off-site records storage facilities and maintain, preserve, and secure all records stored within such facilities. 8. To acquire, receive, maintain, secure, manage, and arrange for the disposition of inactive records from all City departments, offices, and divisions. 9. To acquire, receive, appraise, and secure all records for areas annexed by the City from a county, special district, or defunct agency. 10. To timely coordinate and administer the necessary transfers, review, and destruction of records according to their retention schedules. 11. To establish, in cooperation with other responsible City officials, a disaster plan for each City department and the archives to ensure maximum availability of records for reestablishing operations quickly and with minimum disruption and expense. 12. To define and identify vital, historical or permanent records, and develop procedures to ensure the preservation of the historically valuable records of the City. 13. To provide public access, as defined by State law and City policies, to the City's records within Records Management's custodianship. 14. To negotiate for the return of City records that have been removed from its possession. 15. To publish on the City's website, the current and accurate names of the designated records custodian and the alternate custodian who shall receive public records requests and their contact information. 16. To create and maintain a current and accurate roster of each City department's designated records custodians and their alternates and their contact information, and make such roster available to the public upon request. (1952 Code § 1-23-06; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-5 CITY DEPARTMENT HEADS RESPONSIBILITIES

1-14-5: CITY DEPARTMENT HEADS RESPONSIBILITIES: All City department heads are responsible for the implementation and operation of effective file operations, records transfers and dispositions, and other activities in accordance with the provisions of this chapter within their areas of responsibility. In addition to the responsibilities generally set forth in this Chapter, their specific responsibilities include, but are not limited to, the following: A. To designate records coordinators and alternates within their departments and provide the City Clerk their names and contact information, and update such information as needed. B. To ensure that their department records coordinator and alternate are following City records protocols and timely processing of records requests, record transfers, and reviews for disposition. C. To ensure their department employees are receiving necessary training on record retention and following the policies and procedures. D. To assist the City Clerk in creating record retention and disposition schedules for the department. (1952 Code § 1-23-07; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-6 RECORDS COORDINATORS RESPONSIBILITIES

1-14-6: RECORDS COORDINATORS RESPONSIBILITIES: The Records Coordinator in each office or department is responsible for providing coordination between the City Clerk and personnel in his or her office or department to ensure compliance with the provisions of this chapter. In addition to the responsibilities generally set forth in this Chapter, their specific responsibilities include, but are not limited to the following: A. To know and follow all City Clerk promulgated standards and protocols for the Records Management Program regarding the creation, maintenance, storage, and disposition of City records. B. To supervise the application of records schedules within their office or department. C. To accurately record all files within a department's records box and to maintain accurate notes regarding all record files and boxes within the City's record management system. D. To coordinate with the City Clerk to have all inactive department records transferred to the City's off-site records center in a timely manner. E. To accurately check out inactive record boxes within the City's record management system and to timely return such records to the City Clerk. F. To timely and accurately process public records requests, inactive record transfers, and review records that have met their retention limits for disposition. (1952 Code § 1-23-08; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-7 CITY EMPLOYEES RESPONSIBILITIES

1-14-7: CITY EMPLOYEES RESPONSIBILITIES: Every City employee in each office or department is responsible for coordinating with and following the direction of the Department Records Coordinator and City Clerk to ensure consistent compliance with the provisions of this chapter. In addition to the responsibilities generally set forth in this Chapter, every City employee has the following specific responsibilities: A. To timely complete all assigned City Records and Archives trainings. B. To comply with the City Clerk promulgated standards and procedures for the Records Management Program regarding the creation, maintenance, storage, and disposition of City records, and the requirements and standards set forth in this Chapter. (Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-8 GENERAL CITY RECORDS REQUIREMENTS

1-14-8: GENERAL CITY RECORDS REQUIREMENTS: No City official or employee shall: A. Remove any City record from its assigned and logged location without following the City Clerk promulgated standards and procedure. B. Transfer any City record from its assigned and logged location without following the City Clerk promulgated adopted standard procedure. C. Transfer any City record to an outside individual or entity. All transfers of City records outside the City must be processed by the City Clerk in accordance with the adopted standards and procedures. D. Store City records in a place or manner that does not comply with the City Clerk's promulgated, adopted standards and procedures. E. Destroy any City record without following the City Clerk promulgated standards and procedure for such disposition, despite the department or office creating a scanned copy of such physical record. (Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-9 DEVELOPMENT OF RECORDS RETENTION AND DISPOSITION SCHEDULES

1-14-9: DEVELOPMENT OF RECORDS RETENTION AND DISPOSITION SCHEDULES: A. Retention periods to be included in records schedules shall be submitted by the City Clerk to the City Attorney, who shall notify the City Clerk within ten (10) working days of the approval or of any objection to a retention period. At the expiration of the ten (10) day period, if no objection has been submitted, the records schedule shall be adopted by the City Council via resolution and shall have full force as sufficient authorization for records destruction or other action. If objection is made, the City Clerk shall determine a retention period satisfactory to the office or department concerned and the City Attorney. B. When a records retention and disposition schedule is adopted by resolution, it shall thenceforth constitute full authority to transfer, microfilm, image, prepare for destruction, or take other actions, with respect to City records. The City Council hereby directs that such action be taken by the City Clerk. The City Clerk shall notify in writing the department, State Historical Society, and the City Council of intended destruction, as required by law. (1952 Code § 1-23-10; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-10 CITY ARCHIVES

1-14-10: CITY ARCHIVES: A. Purpose And Scope: The purpose of this Section is to establish the City Archives to preserve the City's organizational history and other identified or related special collections. The City Archives, through the City archivist, shall be responsible for the collection, orderly management, and preservation of City historic records and artifacts. The archivist shall ensure that City historic records and artifacts are efficiently collected, managed, and made readily accessible for City use and public research. B. City Archives Storage; Reference; Retention: 1. Storage: The City Archives may be stored in one or more buildings to ensure the security of the Archives' historic records and artifacts from deterioration, theft, or damage while store, and to permit the fast and efficient retrieve of these items for the City's and the public's review and use. 2. Reference: The City Archivist shall catalogue and maintain the City Archives through a collection management system that is separate from the City's records maintained by the City Clerk's Office. C. City Archivist's Powers And Responsibilities: The City Archivist's powers and responsibilities shall include, but are not limited to, the following: 1. To operate the City archives program in accordance with archives and record management professional standards. 2. To provide access, as defined by Idaho Law and City ordinances and policies, to the historic records under the City Archives custodianship. 3. To review, appraise, select, and acquire historic records from the City Clerk or City Departments slated for disposition under the retention schedule. 4. To review, appraise, select, and acquire artifacts from City departments or outside donors for accession into the City's archives collection. 5. To maintain, preserve, secure, and manage the City's archives collection, which may be stored in one or more facilities. 6. To maintain the City archives collection management system so that all historic records and artifacts may be quickly and accurately accessed. 7. To analyze, develop, and provide written standards and procedures for the care and maintenance of City archives, including those items created or maintained in an electronic format. 8. To develop written criteria for the review, appraisal, and selection of historic records for acquisition 9. To provide access, as defined by Idaho Law and City ordinances and policies, to the historic records under the City Archives custodianship. (Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-11 RECORDS USING PHOTOGRAPHIC AND DIGITAL MEDIA

1-14-11: RECORDS USING PHOTOGRAPHIC AND DIGITAL MEDIA: A. Authorized: The City may reproduce and retain documents in a photographic, digital, or other nonpaper medium. The medium in which a document is retained shall accurately reproduce the document in paper form during the period for which the document must be retained and shall preclude unauthorized alteration of the document. B. Film Quality Standards: If the medium chosen for retention is photographic, all film used must meet the quality standards of the American National Standards Institute (ANSI). C. Digital Resolution: If the medium chosen for retention is digital, the medium must meet professional standards and any requirements set forth in the City's records manual. D. Original Public Records: A document retained by the City in any form or medium permitted under this section shall be deemed an original public record for all purposes. A reproduction or copy of such a document, certified by the City Clerk, shall be deemed to be a transcript or certified copy of the original and shall be admissible before any court or administrative hearing. E. Disposition Of Original Paper Document: Disposition of any City paper record that has been transferred to a nonpaper medium, as authorized by this section, shall follow Idaho Code section 50-907 and the City's standards and procedures for disposition of records. (1952 Code § 1-23-15; amd. Ord. 5-26, 3-10-2026)

Boise City Code § 1-14-12 INSPECTION, COPIES OF CITY DOCUMENTS; FEES

1-14-12: INSPECTION, COPIES OF CITY DOCUMENTS; FEES: Per the Idaho Public Records Act, City records shall be made available to the public for inspection and copying, unless exempt from disclosure. Public requests for copying or inspection of City records shall be processed in a form and manner set by the City Clerk that is consistent with the Idaho Public Records Act. Fees charged for copies of City records shall be promulgated pursuant to Idaho Code section 74-102, adopted by City Council resolution, and set forth on the City's Master Fines and Fee Schedule. (Ord. 31-15, 7-28-2015; amd. Ord. 5-26, 3-10-2026)

Source: Boise City, Idaho, City Code and City Charter (American Legal Publishing, codelibrary.amlegal.com)URL: https://codelibrary.amlegal.com/codes/boise_id/latest/boise/0-0-0-634Fetched: 11/1/2026