Whenever any office, department, board or commission shall have an accumulation of records which are not needful or useful in the transaction of its current or anticipated future work and which date back a period of more than four years, it shall be the duty of the head of such office, department, board or commission to submit to the Administrative Board and the Department of Records a report of that fact, accompanied by a concise statement of the condition, quantity and character of such records. If the Administrative Board shall be of the opinion that such records or any part thereof are not needed or useful in the transaction of the current or anticipated future work of such office, department, board or commission, the Department of Records shall determine whether any of such records are of historical or archival value to the City, and shall take over for preservation in the archives of the City any records which have such value. The remainder shall be turned over to the Procurement Department which shall dispose of it in accordance with the rules promulgated by the Department of Records for the disposition of records.

ANNOTATION

Sources: The Administrative Code of 1929, Act of April 9, 1929, P.L. 177, Section 524, as amended.

Purposes: To maintain all old City records entails the wasteful expenditure of money and facilities. However, they should not be disposed of except pursuant to an orderly procedure which will safeguard the interest of the City in records which may be needed for current or anticipated future work and which may be of archival value. See Annotations to Sections 4-300(1)(f), 51101(a)(5) and (d), 6-500(d) and 8-203.