(1) A.R.S. §§ 13-2407, 38-421, 39-101, and Title 41, Chapter 1, Article 2.1.

(2) City of San Luis City Code.

(3) Rules, regulations, standards and procedures issued by the Arizona State Library, Archives, and Public Records.

ACTIVE RECORDS. Any data or information that is referred to frequently for various types of transactions. These records are maintained in the office files of each department.

CITY RECORDS RETENTION AND DISPOSITION SCHEDULES. Records retention and disposition schedules as approved by the Arizona State Library, Archives, and Public Records and as declared as public records by the City Council.

CORRESPONDENCE. Any routine type of records generated in the conduct of daily work such as letters, memoranda, reports, emails and so forth.

DEPARTMENT RECORDS CLERK. A City employee who is responsible for the coordination of records and forms management, needs and operations between that department and the Records Center. Each Department Director shall be the Department Records Clerk for his or her corresponding department unless otherwise designated by the City Clerk.

DIRECTORY LISTING. All original documents that are assigned a numerical filing number and that are located in the off-site storage facility.

DISPOSITION. The action taken at the end of the retention period.

FORMS MANAGEMENT. The function that establishes standards for the creation, design, analysis and revision of all forms within an organization and assures that they are designed, produced, utilized and distributed economically and efficiently.

INACTIVE RECORDS. Any data or information that is referred to less than once a month. Most inactive records may be disposed of after a specified time period although some records have to be kept permanently for administrative, legal, historical or archival purposes.

NONRECORDS. Items which are outside of the definition of records which do not require retention, scheduling, authorization to destroy, or the reporting of destruction.

NUMERICAL FILING. A number assigned to active/archival original City documents in order to locate them in the off-site storage facility according to the directory listing.

RECORDS. All books, paper, maps, photographs or other documentary materials, regardless of physical form or characteristics, including prints or copies of such items produced or reproduced on file or electronic media pursuant to A.R.S. § 41-151.16, made or received by any governmental agency in pursuance of law or in connection with the transaction of public business and preserved or appropriate for preservation by the City or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government, or because of the informational and historical value of data contained in the record, and includes records that are made confidential by statute.

RECORDS CENTER. An area located in the City Clerk’s office which preserves and retains records.

RECORDS MANAGEMENT. The creation and implementation of systematic controls for records and information activities from the point where they are created or received through final disposition or archival retention, including distribution, use, storage, retrieval, protection and preservation.

RECORDS MANAGER. The individual responsible for the coordination, implementation and maintenance of the records retention and management program for the City. The City Clerk is hereby designated as the Records Manager.

RECORDS RETENTION AND DISPOSITION SCHEDULE. A records retention and disposition schedule is a timetable for the management of specific record series. It describes the life cycle of each series listed on it by indicating the retention period of the records and their final disposition (i.e., microfilm, archive, or destruction).

RECORDS SERIES. A group of identical or related records which are normally used and filed as a unit and which permit evaluation as a unit for retention scheduling purposes.

RECORDS WITH HISTORICAL VALUE. Records that are deemed to have historical value because they document the history of the City. Such records include, without limitation, (1) minutes of boards, commissions and committees established by statute, resolution, proclamation or ordinance, (2) Council minutes, (3) original or “official copies” of formal policy directives and (4) original copies of organization documentation, including charts. Records may also be deemed to have historical value because they document a controversial issue or a program, project, event, or issue that results in a significant change that affects the City, county, or state or that involves prominent people, places, or events, or that resulted in media attention locally, statewide or nationally. These records are permanent and cannot be destroyed.

RETENTION. The cycle of a document from creation through its active and inactive life to destruction or permanent preservation.

RETENTION PERIOD. The period of time during which records must be kept before they may be disposed of, usually stated in terms of months or years but sometimes expressed as contingencies upon the occurrence of an event (e.g., employee termination, contract closure, etc.). (Ord. 360 § 2, passed 12-28-2016; Res. 1172 § 1(4), passed 12-14-2016. Code 2012 § 37.13.)