For the purpose of this chapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
DEPARTMENT HEAD. The officer who by ordinance, order or administrative policy is in charge of an office of the City of Heath that creates or receives records.
ESSENTIAL RECORD. Any record of the City of Heath necessary to the resumption or continuation of operations of the City of Heath, or to the protection and fulfillment of obligations to the people of the state.
PERMANENT RECORDS. Any record of the City of Heath for which the retention period on a records control schedule is given as permanent.
RECORDS CONTROL SCHEDULE. A document prepared by or under the authority of the Records Management Officer listing the records maintained by the City of Heath, their retention periods, and other records disposition information that the records management program may require.
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 record keeping. The term includes the development 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 fulfillment of certain actions associated with a record, before it is eligible for destruction.
(2005 Code, § 1-3-3) (Ord. 901101B, passed 11-1-1990)