2.40.250 Records | San Luis City Code

2.40.250 Records.

(A) Inventory. Each Department Records Clerk shall take an inventory of all of the records stored in the department and shall complete the Records Inventory Worksheet in the form attached to the resolution codified in this article as Exhibit A and incorporated herein by reference, as may be amended. The record series should be as descriptive as possible. Any special requirement of a particular record series should be noted on the Records Inventory Worksheet. The Department Records Clerk shall submit the completed Records Inventory Worksheet to the Records Manager for review. After the initial inventory, supplemental inventories may be performed as needed or as directed by the Records Manager.

(1) Records. All documents and documentary material deemed to be records as defined in the definition of RECORDS in SLCC 2.40.230(B).

(2) Nonrecords. Nonrecords include, without limitation:

(a) Extra copies of documents preserved only for convenience or reference;

(b) Reading, tickler, follow-up, or suspense copies of correspondence;

(d) Extra copies of printed or processed materials (official copies of which are retained by the department of record);

(e) Documents received from other departments that require no action (official copies of which are retained by the originating department);

(f) Superseded copies of published manuals, other directives and drafts;

(g) Materials documenting unofficial employee activities (blood drives, charitable funds, social and professional meetings, etc.);

(h) Routing slips and standard transmittal sheets;

(i) Incidental working papers, notes and emails;

(j) Preliminary working drafts;

(k) Blank forms;

(l) Transcribed stenographic materials;

(m) Catalogs, trade journals and other publications or papers received from government agencies, commercial firms or private institutions that require no action and are not part of an action case record;

(n) Correspondence and other drafts of short-term importance that, after action has been completed, have no future use;

(o) Reproduction materials such as stencils, mimeograph masters, offset plates, etc.;

(p) Physical exhibits, artifacts and material objects lacking documentary value;

(q) Library or museum materials made or acquired solely for reference or exhibition purposes; and

(r) Stocks of publications or documents intended for sale or distribution to interested persons.

(3) Nonrecords may attain the status of records in certain circumstances as determined by the Records Manager. Examples of this include: (a) transmittal slips that have acquired record status because they serve to significantly clarify the document or documents being transmitted; (b) multiple copies that have attained the status of records because each is serving a separate and distinct program purpose or if they are maintained in different filing systems; or (c) published codes that have become records through their adoption by the City. The Department Records Clerk shall consult with the Records Manager to determine whether a material should be designated as a record or nonrecord.

(4) Nonrecords generally shall not be interfiled with official records.

(5) Records With Historical or Archival Value. Certain records that are created, compiled and maintained in the departments have long-term research and reference value. These records should be designated as permanent and should be transferred to the City off-site storage facility or the Arizona State Library archives, as applicable, for preservation as soon as their active role is over according to A.R.S. § 39-101. All records within the departments should be appraised to determine if they have historical value. Working in close association with City Clerk staff, the Department Records Clerk shall assess which records have historical significance and to determine when such records can be classified as inactive and thus be transferred to the City off-site storage facility or the Arizona State Library archives, as applicable. The Records Manager or designee retains the final decision in the City as to whether such records should be designated as permanent. Records with historical value include, without limitation:

(a) Minutes of boards, commissions and committees established by statute, resolution, proclamation or ordinance.

(b) City Council meeting minutes.

(d) Original copy of organizational documentation including charts.

(e) Records documenting a historic or landmark event. (Ord. 360 § 2, passed 12-28-2016; Res. 1172 § 1(6), passed 12-14-2016. Code 2012 § 37.15.)