§22.2602 Definitions
For the purpose of this Division, the following definitions shall apply. Defined terms appear in italics.
Appraise means the process of evaluating records to determine their retention period based on administrative, legal, operational, fiscal, and historical value.
City Clerk Archives means the location used by the City Clerk for keeping the City of San Diego’s identified historical records.
Department means every City department or program that creates a record, including the City Council District offices.
Disposition means a final administrative action of records following their appraisal, including transfer from a department to the City Clerk’s records center, permanent preservation, and destruction.
Duplicate means a reproduction or extra copy of an original record, regardless of whether the reproduction or extra copy is in the same physical form as the original record.
Historical record means a record worthy of continued preservation because of its administrative, legal, operational, fiscal, or historical content.
Legal hold means a communication issued by the City as a result of current or anticipated litigation, a notice of audit, or a government investigation.
Master Records Schedule is a citywide comprehensive retention schedule that categorizes record series by business function.
Nonrecord means recorded information of any kind and in any form which is not required to be retained in the ordinary course of City business or is a temporary aid and does not appear in the Master Records Schedule. Nonrecords include the following:
(a) Brochures, catalogs, pamphlets, and other documents usually received by mail that have no substantive value to the City.
(b) Electronic mail, instant messages, and voicemail that are not created for the purpose of preserving documentary or informational content for future use by the City, are not final approval of a City action or project, or do not memorialize a change of a City project or program.
(c) Information received by the City from electronic mailing lists, services, third parties, and new groups.
(d) Notes, worksheets, and rough drafts used as temporary aids by City staff for their convenience and not retained in the ordinary course of business.
(e) Materials and publications, such as copies of books or periodicals, that are acquired and maintained solely for general reference purposes rather than to support a specific City operation.
(f) Duplicates.
Record means recorded information of any kind and in any form, created or received by the City that is evidence of its operations. Records include paper and electronic documents, electronic databases, electronic mail, correspondence, forms, photographs, film, sound recordings, maps, and other documents that have administrative, legal, operational, fiscal, or historical value requiring retention of the record for a specified period of time.
Records Management Policy means the structure, standards, and system to maintain and dispose of records.
Records series means a group of logically related records that typically consist of multiple documents, folders, or items which are used, indexed, or filed together, sent to storage upon becoming inactive, or not otherwise retained.
Retention period means the length of time a record must be kept to meet administrative, legal, operational, fiscal, or historical requirements.
Vital record means any recorded information that is essential for the continuation of a department’s core functions in the event of a disaster or to protect the rights of the City and its citizens.
(“Policy” added 6–14–1982 by O–15761 N.S.)
(Renumbered from former Section 22.2604, and amended 11-27-2012 by O-20221 N.S.; effective 12-27-2012. Former Section 22.2602 repealed.)
(Amended 7-20-2018 by O-20960 N.S.; effective 8-19-2018.)
(Amended 4-29-2024 by O-21795 N.S.; effective 5-29-2024.)
