RIO RANCHO, N.M. — A sweeping new records retention policy passed unanimously at Wednesday night’s Rio Rancho governing body meeting provides public officials with detailed guidelines on the preservation of documents created or received in the course of city business.
The policy gives employees guidance that City Clerk Steve Ruger said has been badly needed for more than a decade.
Since 2001, when the last ordinance passed, Rio Rancho has come to rely more on electronic archival of records and email – two technologies that the old ordinance doesn’t address. Considering changes in technology and adjustments to the city’s organizational structure, many of the policies are redundant, outdated or contradictory, Ruger said.
He and his staff have spent the past month or two crafting a comprehensive plan by soliciting information about current practices from various city departments and getting informed on how those policies relate to state law.