The following definitions shall apply for purposes of this division.
(a) APPRAISAL (of records). The act of determining: (1) the relative activity in the use of records; (2) value of records with regard to administrative, legal, fiscal, vital or historical interest; (3) adequate and essential periods of retention; and (4) appropriate disposition of records.
(b) DEPARTMENT. Includes City departments, offices and bureaus.
(c) DISPOSITION. Involves either the transfer of inactive records to a city records center or the disposal of such records by destruction, sale as waste paper or other lawful act.
(d) DUPLICATE RECORDS. Copies or counterparts, which accurately reproduce original records, whether prepared simultaneously by the same impression as the original, or from the same matrix, or by means of photographic reproduction, including enlargements and miniatures, recorded video images on magnetic surfaces, or by mechanical, video or electronic re-recording, or by chemical reproduction, or by other equivalent technique, and which are not treated as or used for functions or purposes regularly served by such original records in the regular course of City business.
(e) HISTORICAL RECORDS. Records which depict persons or phenomena which are, or have been a part of, events or conditions which significantly affect or have affected the City, its functional activities, its heritage, growth and/or development.
(g) PHOTOGRAPHIC AND ELECTRONIC REPRODUCTION. Includes all forms of photography, micrographics or processes which record images electronically or optically.
(h) PHYSICAL INVENTORY. A complete listing of records by series title, classification or other designation together with sufficient supporting data to enable a proper evaluation for determining retention periods.
(i) PUBLIC RECORD. A record which is made or kept by a City department or office pursuant to law or indicating action taken with respect to a particular City matter, but not including notes or preliminary drafts not retained in the regular course of business or a writing prepared or used by a City department or officer as a temporary aid in the preparation of minutes of a meeting of a City body or other record.
(j) RECORD. Any form of communication or representation, including letters, words, pictures, sounds, symbols or combinations thereof, recorded or reproduced upon a tangible object by handwriting, typing, printing, photocopying, photography, recording of images on sensitized or magnetic surfaces, or by other means.
(k) RECORDS MANAGEMENT PROGRAM. An administrative plan for application of efficient and economical management methods of identification, appraisal, maintenance, protection, preservation, transfer, retention and disposition of City records.
(l) RECORDS DISPOSITION SCHEDULE. An informational timetable or roster of records by category which primarily lists the minimum periods of time which must lapse, as required by the City or pursuant to state law, whichever is longer, before records in each category identified on said document may be destroyed.
(m) RECORD SERIES. Groups of related records which are normally used and filed as a unit and which permit evaluation as a unit for retention and disposition purposes. A record series may contain both forms and correspondence.
(n) RETENTION PERIOD. The length of time a record must be kept to meet administrative, legal, operational, fiscal or historical requirements.
(o) VITAL RECORDS. Records essential for continuation of service, reconstruction or resumption of the essential operational functions of the City or maintenance of public health, safety and order in the event of a local emergency or public disaster.
SECTION HISTORY
Based on Charter Sec. 434.
Amended by: In Entirety, Ord. No. 155,822, Eff. 10-24-81; In Entirety, Ord. No. 168,014, Eff. 7-27-92; In Entirety, Ord. No. 183,754, Eff. 8-11-15.