For the purpose of this subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
DEPARTMENT HEAD. The officer who by ordinance or administrative policy is in charge of an office of the City of Canton that creates or receives records.
ESSENTIAL RECORD. Any record of the City of Canton necessary to the resumption or continuation of its operations in an emergency or disaster, to the re-creation of its legal and financial status, or to the protection and fulfillment of obligations to the people of the state.
PERMANENT RECORD. Any record of the City of Canton for which the retention period on a records control schedule is given as permanent.
RECORDS CONTROL SCHEDULE. A document prepared by the state library and archives commission listing the records maintained by the city, their retention periods, and other records disposition information that the records management program may require, and adopted by the City of Canton.
RECORDS MANAGEMENT. The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the adoption of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.
RETENTION PERIOD. The minimum time that must pass after the creation, recording or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
(Ord. 93-06, passed 4-20-1993; Ord. 2012-01, passed 1-17-2012)