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RESOLUTION 94-048 <br />Page 2 <br /> <br />141 <br /> <br />such as routing slips, notices of meetings or events, writings <br />retained solely for tickler, suspense or follow-up purposes, <br />preliminary work materials, writings which have been superseded by <br />subsequent writings, computer print-outs which are produced solely <br />for temporary purposes, and the like. <br /> <br />"Writing" means a document in written or printed form. <br /> <br />2. Purpose <br /> <br />The purposes of this resolution are as follows: <br /> <br />To assure that public records are not destroyed while <br />they still serve a useful purpose. <br /> <br />Be <br /> <br />To avoid the loss of room and shelf space caused by the <br />retention of public records which no longer serve a <br />useful purpose. <br /> <br />To provide guidelines to City staff as to when public <br />records may safely be destroyed. <br /> <br />To avoid the necessity of requesting City Council <br />approval for each individual case of public records <br />destruction. <br /> <br />3. ~cope <br /> <br />A. This Resolution is limited to originals of public <br />records, except as otherwise provided in subsection B of this <br />section. The department heads are authorized to establish rules or <br />schedules for the destruction of copies of public records held <br />within their respective departments which are not originals or <br />copies subject to subsection B of this section. <br /> <br /> B. Whenever the original of a public record is sent to a <br />location outside the custody of the city (as, for example, <br />correspondence from a City officer or employee to a person outside <br />of the City government), one copy of that record shall be retained <br />by the department sending the record as if it were the original of <br />that record. <br /> <br /> C. This resolution is also limited to public records which <br />are in the form of writing on paper or microfilm or microfiche. <br /> <br />4. Authorization for destruction of records <br /> <br /> A. Those exhibits, designated A through K, attached hereto, <br />providing retention schedules for various types of public records, <br />are hereby incorporated by reference herein. Subject to the <br />provision of subsection B of this section, each department head may <br />authorize the destruction of a public record or class of public <br /> <br />2 <br /> <br /> <br />