800-12 Records Retention Flashcards
Who shall an employee notify if any document is being taken out of their division if they have any reason to question or doubt the sending or removal of an item
Their supervisor
Records of temporary usefulness that are not an integral part of a record series of the department
Transitory Information
There is a business purpose for which the record was created and that purpose has not been fulfilled or completed
Administratively Valuable
Which department is responsible for providing annual records retention training
The Administration and Regulatory Affairs (ARA) Department
Which officer is appointed by the chief of Police and is responsible for maintaining the department’s records retention system in accordance with City ordinance
The department records officer (DRO)
Who is responsible for appointing a DRRO and an alternate for their command and division?
The Chief of police and each command staff member.
The ______ and _______ shall be responsible for:
A) conducting a ______ self-evaluation to ensure compliance with records control schedules and timely destruction of records pursuant to the records control schedules. An authorization memo shall be provided to the DRO when submitting the required paperwork shall be processed without this authorization
Chief of police and each command staff member
Quarterly
The chief of police and each command staff member shall be responsible for:
B) reviewing and updating their command’s or division’s records control schedule _______ or as needed and presenting and changes to the DRO via the chain of command
Annually
The chief of police and each command staff member shall be responsible for:
C) Developing an _____ record retention report and forwarding a copy to the DRO. This report shall be kept within the command or division files in accordance with its records control schedule and shall
Annual
The City Records Management office shall submit the revised records control schedule to the City Attorney who shall have _____ days to lodge an objection to the revision
40 business days
Records can be distorted without formal approval if they have a retention period of
Less that or equal to one year
If the email is of a simple routine matter, such as an internal meeting notice or minutes of an internal staff meeting, the email is
Considered to be transitory information. The law does not require this type of information to be maintained
*should be deleted when they are no longer administratively valuable
Who’s responsible for retaining an email that falls under the definition of “record”?
The sender
*unless the email originated outside of the department then the receiver is responsible for retention
When is there no need to keep an electronic copy?
When the email is printed and maintained as an official record
The timetable for the retention of records is based on ________ and not the medium used for the storage information
The contents of the records
