As used in this chapter, the following definitions shall be applicable:
ACCIDENT REPORT(S): A law enforcement record regarding a traffic and motor vehicle accident. Accident reports are records governed by section 41-6a-404 of the Utah Code.
ACT: The Government Records Access and Management Act, sections 63G-2-101 et seq., of the Utah Code, as amended.
CHRONOLOGICAL LOGS: The regular and customary summary records of the City's Law Enforcement and Public Safety Departments that show the time and general nature of police, fire and paramedic calls, and any arrests or jail bookings made by the City.
CLASSIFICATION, CLASSIFY (And Their Derivative Forms): Determining whether a record series, record or information within a record is "public", "private", "controlled", "protected" or "restricted".
COMPUTER PROGRAM: A series of instructions or statements that permit the functioning of a computer system in a manner designed to provide storage, retrieval and manipulation of data from the computer system, and any associated documentation and source material that explain how to operate the computer program.
"Computer program" does not mean:
A. The original data, including numbers, text, voice, graphics and images;
B. Analysis, compilation and other manipulated forms of the original data produced by use of the program; or
C. The mathematical or statistical formulas (excluding the underlying mathematical algorithms contained in the program) that would be used if the manipulated forms of the original data were to be produced manually.
CONTRACTOR:
A. Any person who contracts with the City to provide goods or services directly to the City; or
B. Any private nonprofit organization that receives funds from the City.
"Contractor" does not mean a private provider. "Private provider" is any person or entity who contracts with the City to provide services directly to the public.
CONTROLLED RECORDS: Records containing data on individuals that are controlled as provided by this chapter and the Act.
DATA: Refers to individual entries in the records.
DEPARTMENT OR DEPARTMENTS: The separate administrative departments in the City as defined in this chapter.
DESIGNATE OR DESIGNATION: To give an initial or primary classification to a record or record series indicating the likely classification that a majority of such records or record series would be given if classified.
GOVERNMENTAL AUDIT AGENCY: Any governmental entity that conducts an audit.
GOVERNMENTAL ENTITY: The State of Utah and its political subdivisions including every office, agency, board, bureau, committee, department, advisory board, advisory committee or commission of an entity that is funded or established by the government to carry out the public's business.
GROSS COMPENSATION: Every form of remuneration payable for a given period to an individual for services provided including salaries, commissions, vacation pay, severance pay, bonuses, and any board, rent, housing, lodging, payments in kind and any similar benefit received from the individual's employer.
INITIAL CONTACT REPORT: An initial written or recorded report, however titled, prepared by police officers engaged in law enforcement duties describing official actions initially taken in response to either a public complaint about or the discovery of an apparent violation of law, which report may describe:
A. The date, time, location, and nature of the complaint, the incident, or offense;
B. Names of victims;
C. The nature or general scope of the City's initial actions taken in response to the incident;
D. The general nature of any injuries or estimate of damages sustained in the incident;
E. The name, address, and other identifying information about any person arrested or charged in connection with the incident; or
F. The identity of the public safety personnel, except undercover personnel or prosecuting attorney involved in responding to the initial incident.
"Initial contact reports" do not include follow up or investigative reports prepared after the initial contact report. However, if the information specified in subsection A of this definition appears in follow up or investigative reports, it may only be treated confidentially if it is private, controlled, protected, or restricted from disclosure.
NONPUBLIC RECORD: A record defined as "private", "controlled", "protected", or those records restricted by a state and federal statute, federal and state regulations or court rules.
NOTICE OF COMPLIANCE: A statement confirming that a government entity has complied with a records committee order.
PRIVATE RECORD: A record classified as "private" under the provisions of this chapter and the Act.
PROTECTED RECORD: A record classified as "protected" under the provisions of this chapter and the Act.
PUBLIC RECORD: A record that is not private, controlled, or protected under the Act and this chapter and is not restricted from disclosure by a state and federal statute, federal and state regulation or court rule.
RECORD: A book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material regardless of physical form or characteristics:
A. That is prepared, owned, received, or retained by a governmental entity or political subdivision; and
B. Where all of the information in the original is reproducible by photocopy or other mechanical or electronic means.
"Record" does not mean:
A. A temporary draft or similar material prepared for the originator's personal use or prepared by the originator for the personal use of an individual for whom the originator is working;
B. Material to which access is limited by the laws of copyright or patent unless the copyright or patent is owned by a governmental entity or political subdivision;
C. Proprietary software;
D. Junk mail or a commercial publication received by a governmental entity or an official or employee of a governmental entity;
E. A book that is cataloged, indexed, or inventoried and contained in the collections of a library open to the public;
F. Material that is cataloged, indexed, or inventoried and contained in the collections of a library open to the public, regardless of physical form or characteristics of the material;
G. A daily calendar or other personal note prepared by the originator for the originator's personal use or for the personal use of an individual for whom the originator is working;
H. A computer program that is developed or purchased by or for any governmental entity for its own use; or
I. A note or internal memorandum prepared as part of the deliberative process by:
1. A member of the judiciary; or
2. A member of any other body charged by law with performing a quasi-judicial function.
RECORD SERIES: A group of records that may be treated as a unit for purposes of designation, description, management, or disposition.
RECORDS COMMITTEE: The State Records Committee created in section 63G-2-501 of the Act.
RECORDS OFFICER: The City Recorder.
RESTRICTED RECORD: Records whose access is restricted by a specific state or federal statute, court rule or federal regulation.
SUMMARY DATA: Statistical records and compilations that contain data derived from private, controlled, and protected information as defined in the Act and this chapter but that do not disclose private, controlled or protected information. (Ord. 16-17)