§ 2-286. Definitions.

The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:

Department head means the officer who, by ordinance, order or administrative policy, is in charge of an office of the city that creates or receives records.

Essential record means any record of the city necessary to the resumption or continuation of operations of the city in an emergency or disaster, to the re-creation of the legal and financial status of the city or to the protection and fulfillment of obligations to the people of the state.

Permanent record means any record of the city for which the retention period on a records control schedule is given as permanent.

Records means 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 it 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. Such records are declared to be the records of the city and shall be created, maintained and disposed of in accordance with this division or procedures authorized by it and in no other manner.

Records control schedule means 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 program may require.

Records liaison officer means the person designated under section 2-292.

Records management means 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 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; the 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 committee means the committee established in section 2-289.

Records management officer means the person designated in section 2-290.

Records management plan means the plan developed under section 2-294.

Retention period means 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.

(Code 1968, §§ 2-131, 2-132)

Cross reference

Definitions generally, § 1-2.