Sec. 2.84. - Definitions.

(a)

Active record means a record that is referenced or used on a regular basis, a frequently used record that needs to be available for immediate access by users.

(b)

Administrative value means the value attributed to a record series by the creating office in the performance of its assigned operations within the city; the period of time a record may be needed within the organization for administrative or operational purposes.

(c)

Archives center means a separate portion within the records center established for housing records that require long-term or permanent retention or environmentally controlled surroundings.

(d)

City or City of Oceanside means and includes the City of Oceanside, Oceanside Community Development Commission, and the Oceanside Small Craft Harbor District Board of Directors, including all subsidiary agencies.

(e)

City clerk means the city clerk or the designated representative of the City Clerk of the City of Oceanside. The position of city clerk also includes the following titles: Community development commission secretary

and small craft harbor district board secretary.

(f)

Disposition means the actions taken with regard to non-current or inactive records pursuant to legislation, regulations, or administrative procedures. Actions include retention in the records center, incorporation into the city archives or destruction.

(g)

Electronic record means a record created, generated, sent, communicated, received, or stored by electronic means. Accordingly, information stored on a computer hard drive, floppy disc, optical disc, facsimiles, or audio and video tape recordings, among other records, are considered electronic records under this article.

(h)

Fiscal value means the value attributed to a records series, which documents financial transactions; the period of time a record must be retained for financial reasons or for tax/audit requirements.

(i)

Historical value means the determination that records possess value in documenting the history of the city and are thus suitable for permanent preservation.

(j)

Inactive record means a record that is referenced or used fewer than four (4) times annually; a record that does not need to be immediately available, but must be retained for legal reasons or because users have an infrequent need to access it and it has not yet met its retention period.

(k)

Information processing systems mean computer equipment and programs, electronic data interchange, electronic mail, facsimile, telex, telecopying, scanning, or similar technologies.

(l)

Information retrieval (hardcopy documents) means a set of procedures, usually automated, which refers to the procedures necessary to track, locate, and retrieve files and documents as required for return to the requesting department.

(m)

Information retrieval (electronic records) means a set of procedures, usually automated, which refers to the systematic manipulation of textual information so that it can be easily located. The data contained in documents are indexed, either by key words and phrases and/or full text indexing and stored in such a manner that they can be retrieved in response to specific requests.

(n)

Microfilm/micrographic means a photographic reproduction on film, of a printed page, document, or other object. Page size is greatly reduced for ease of storage and it can be re-enlarged for retrieval and readability.

(o)

Non-current records: See inactive records.

(p)

Non-record means those materials such as reference books, periodicals, professional journals, exhibit materials, etc., created or acquired and preserved solely for reference use or exhibition purposes; working papers, rough notes and drafts; extra copies of documents preserved only for convenience or reference, and multiple copies of city publications shall not be included within the definition of records as used in this chapter.

(q)

Permanent record means any record needing or requiring long term or indefinite preservation to meet administrative, fiscal, legal or historical criteria.

(r)

Public records include any writing containing information relating to the conduct of the city's business prepared, owned, used, or retained by any city agency regardless of physical form or characteristics including electronic records. "Public record" does not include the records and files exempted by law or those records that are not retained by the city in the ordinary course of business.

(s)

Public Records Act means Chapter 3.5 of Division 7 of Title 1 (commencing with Section 6250) of the Government Code of the State of California, or any successor provisions thereto.

(t)

Record means information that documents a transaction or activity by or with any public officer, agency or employee of state government or its political subdivisions. Regardless of physical form or characteristic, the recorded information is a record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. Formats can include paper, microform, electronic records, magnetic tapes, maps, disks, photographs, film and sound recordings.

(u)

Records center means a central repository maintained by the city clerk's office for housing inactive records until they have met their specific retention requirements, and records that are stored and preserved due to legal, operating or historical reasons.

(v)

Records management means the field of management responsible for the systematic control of the processing, use, protection, storage, and final disposition of all city records, including the establishment and maintenance of a system of filing and retrieving city records.

(w)

Record series means records accumulated over a period of time and arranged in an organized file or set of files which can be described, handled, and managed as a unit. A record series may consist of records of a single type or format, or of records kept together because they relate to a particular subject or result from one activity.

(x)

Records series titles are the descriptive nomenclature that identifies each collective record series.

(y)

Retention schedule means a comprehensive list of record series maintained by departments and is the legal authority to retain and dispose of official public records by documenting which records require temporary storage; which records have administrative, historic, legal or research value; which records should be retained in perpetuity; and which records should be destroyed because they no longer have any administrative, fiscal or legal value. The retention schedule indicates the timetable during which records are maintained in primary office space or transferred to the records center. Retention schedules must be approved by the city council prior to implementation.

(z)

Vital record is a record containing information necessary to reestablish or continue the operation of an organization in the event of a disaster. It is those records that are important in establishing the legal and financial position of the city and/or those important in preserving the rights of the city, its employees, and the city's citizens.

(Ord. No. 04-OR870-1, § 1, 10-6-04)