1-13-1: DEFINITIONS:
Unless the context otherwise requires, the words that are used in this chapter shall have the meanings that are ascribed to them in this section:
DISPOSITION: The final action that has been recommended for a record by the records retention schedule that has been approved for the office that produces or generates the record.
OFFICE: Any office, department, board, commission, committee, agency or any other division of the city.
PUBLIC RECORD: Any paper, correspondence, form, book, photograph, film, sound recording, map, drawing or other document, regardless of its physical form or characteristics, that has been made by any office or official or received by it in connection with the transaction of public business. The term does not include published books and pamphlets, books and pamphlets that have been printed by a government printer, worksheets that are used to collect or compile data after such data has been included in a record, answer pads for telephones or other informal notes, stenographers' notes after the information that is contained therein has been transcribed, unused forms, except unused ballots, brochures, newsletters, magazines, newspapers, except those portions of newspapers that are retained as evidence of publication, scrapbooks and property that have been left or deposited with an office which would otherwise be defined as a record except that the ownership for such property does not reside with the city.
RECORD SERIES: Documents, volumes or folders that are arranged under a single filing system or are kept together as a unit because they relate to a particular subject, result from the same activity or have a particular form.
RECORDS CENTER: An area for housing inactive or semiactive records which do not receive sufficient use to warrant their retention in the office in which they were initially kept.
RECORDS RETENTION SCHEDULE: An itemized list of record series, with the corresponding time periods for which they must be kept, including the location and final disposition thereof.
VITAL RECORDS: Those records that would be essential for the reconstruction for the function and operation of a department in order for it to conduct business following a disaster. (Ord. 351, 8-8-2006, eff. 8-30-2006)