(1) Only official records are put on the City records retention and disposition schedules.

(2) Records should be retained in the originating department in accordance with City records retention and disposition schedules until they are no longer in active use. Generally, records must be referred to more than once a month to be considered active records. When records are referred to so seldom as to make their continued retention by the originating department impractical, they are considered to have become inactive and should be transferred to the Records Center for appropriate disposition.

(3) Usually records retained for three years or less should be held in the originating department until they are no longer active and then they should be transferred to the Records Center for appropriate disposition.

(4) Records which have been determined to be of historical or archival value in accordance with SLCC 2.40.250(B)(5) shall be transferred to the City off-site storage facility or the Arizona State Library archives, as applicable, as soon as administratively advisable per A.R.S. § 39-101.

(5) Records which must be retained longer than ten years and which have no archival value should be microfilmed and the hard copies destroyed; provided, however, that approval from the Director of the Arizona State Library, Archives, and Public Records, pursuant to A.R.S. § 41-151.16, must be obtained first.

(1) Surveillance Recordings. Including, but not limited to, closed-circuit TV (CCTV) recordings of building exteriors/lobbies/other areas open to the general public.

(2) Law Enforcement Recordings. Law enforcement recordings are audio and video records created by law enforcement for investigative purposes. This definition does not include law enforcement created recordings addressed by their retention schedules.

(3) Evidentiary Recordings. These recordings have been determined to have content relevant to an investigation or prosecution.

(4) Nonevidentiary Recordings. All other law enforcement recordings.

(1) The Department Records Clerk shall prepare all inactive records in his or her department for transfer to the Records Center for appropriate disposition. In preparing the records for transfer, the Department Records Clerk shall establish that all such records are records, as opposed to nonrecords, and are being retained in accordance with this policy and the rules, regulations, standards and procedures approved by the Arizona State Library, Archives, and Public Records.

(2) The Department Records Clerks shall pack all inactive records to be transferred in storage boxes in the same order in which they were kept in the active records file. All labels, serial numbers, file dividers and indexes shall be included with the records to maintain the integrity of the file. Each box shall contain only those records sharing the same destruction date.

(1) The Department Records Clerk shall deliver all completed storage boxes to the Records Manager. Each box will be stored in the corresponding location until the expiration of the retention period, at which time it will be processed for destruction. In no event shall boxes be delivered to the Records Center without being checked in by the Records Manager or designee.

(2) Only the Magistrate Court and Police Department shall store inactive records at the department until the retention period has passed. The Police Department Director shall arrange the transfer of the records to the Records Center at the discretion of the Records Manager when they are ready for destruction. The Police Department Director shall complete the Arizona State Library, Archives, and Public Records Certificate of Records Destruction, in the form attached to the resolution codified in this article as Exhibit B and incorporated herein by reference, as may be amended, and shall transfer all inactive boxes with the Certificate of Records Destruction. Once approved by the Records Manager, the records will be slated for destruction.

(1) If a department needs to retrieve records from boxes stored at the Records Center or the off-site storage facility, the Department Records Clerk or designee shall contact the Records Manager or designee. Only the Records Manager or designee may retrieve records from the Records Center.

(2) All architectural/engineering plans and specifications shall be transferred to the Records Center and shall be kept until their retention period expires in accordance with the City’s records retention and disposition schedules.

(1) Records retained in the originating department for the duration of the retention period should be sent to the City Records Center for destruction at the end of the retention period as prescribed by the City records retention and disposition schedules.

(2) Records stored at the Records Center or at the off-site storage facility will be pulled for destruction at the expiration of their scheduled retention period, and if feasible and necessary in the sole discretion of the Records Manager, the Records Manager or designee will notify the originating department of the impending destruction. The records will be held for 15 working days after the records are pulled unless information is provided to support a change in the retention period of a particular document or record series, including without limitation the reason set forth in subsection (K)(3) of this section. The originating department is responsible for notifying the Records Manager if a record should not be destroyed as scheduled or if the records scheduled for destruction fall under the Federal Privacy of Information Act and require destruction by shredding or other approved permanent method of destruction.

(3) Scheduled destruction of records will be delayed for reasons such as court orders, litigation, audits, changes in the prescribed retention period or when there is a probability of litigation, each involving the records or requiring their use, or if the records may be required for legal discovery or ongoing audit purposes.

(4) The Department Records Clerk shall report the destruction of records by completing a Certificate of Records Destruction, in the form attached to the resolution codified in this article as Exhibit B. The Certificate of Records Destruction shall be approved and signed by the Records Manager or designee and it shall be mailed to the Arizona State Library, Archives, and Public Records. A copy will be filed in the City Clerk’s office and retained for one year.

(5) All records on document imaging systems whose retention periods have expired will be noted on the Arizona State Library, Archives, and Public Records Certificate of Records Destruction, in the form attached to the resolution codified in this article as Exhibit B.

(1) Destruction by shredding, pulping, or other approved permanent methods.

(2) Archival retention in accordance with SLCC 2.40.250(B)(3).

(3) Micrographic reproduction with destruction of originals.

(4) Micrographic reproduction with archival retention of originals.

(5) Electronic/digital reproduction with destruction of originals.

(6) Electronic/digital reproduction with archival retention of originals.