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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 of administrative policy, is in charge of an office of the city that creates or receives records.
ESSENTIAL RECORD. Any record of the city necessary to 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.
MUNICIPAL RECORDS. All documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or other information-recording media, regardless of physical form or characteristic and regardless of whether public access to them is open or restricted under the laws of the state, created or received by the city, or any of its officers or employees pursuant to law or in the transaction of public business are hereby declared to be the records of the city, and shall be created, maintained, and disposed of in accordance with the provisions of this chapter or procedures authorized by it and in no other manner.
PERMANENT RECORD. Any record of the city 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, their retention periods, and other records disposition information that the records management 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 cost and improving the efficiency of recordkeeping. 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.
RECORDS MANAGEMENT OFFICER. The person designated in § 35.04.
RECORDS MANAGEMENT PLAN. The plan developed under § 35.05.
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. 03-1021A, passed 10-21-2003)