A. Record. The term “record” includes all recorded information acquired or stored by the city for future use or preservation, including any document, paper, book, letter, photograph, microfilm, electronic record, map, drawing, chart, card, magnetic media or computer printout.

B. Record Series (or Record Type). A “record series (or type)” is any 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. Each record series shall be segregated according to series and the year of acquisition or creation.

C. Vital Records. “Vital records” are those records necessary to assure continuance of essential governmental operations to protect the legal and financial operation of the city in the event of disaster or catastrophic loss of the city’s records.

D. Legal Value. A record has “legal value” if it relates to current or possible legal action by or against the city, and records relating to land, construction, legislative and judicial actions of the city council, or potential court claims.

E. Historical Value. A record series has “historical value” if it will be useful at a later date in reconstructing a general history of the development and government of the city.

F. Retention Schedule. The “retention schedule” sets forth the length of time a record type shall be kept. Periods may be assigned for records stages such as on-site (office) retention, off-site (storage) retention, and total retention. Legal citations and related retention periods, if any, may be referenced. (Ord. 08-003 § 22, 2008)