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"Department" means an agency, department or office of the administrative staff of the Authority. ..J "Department head" means the executive officer in charge of a department. "Citywide Records Retention Schedule" means that retention schedule for documents generated by the City of Santa Ana, City Resolution No. 98-088, as it may be amended by the City Council of the City of Santa Ana from time to time. "Original" means the initial production of a record in its final form. It does not include preliminary dratts or subsequent photocopies. In the case of a signed document, the original is the document which was actually signed by the person or persons signing the document. "Public records" are writings in the custody of the Authority and containing information relating to the conduct of the business of the Authority. "Public record" does not include transitory writings. "Transitory writing" is a writing having no reason for retention atter the purpose for which it was created has expired, such as routing slips, notices of meetings or events, writings retained solely for tickler, suspense or follow-up purposes, preliminary work materials, writings which have been superseded by subsequent writings, computer print-outs which are produced solely for temporary purposes, and the like. ...J 'Writing" means a document in written or printed form. 2. PurDose The purposes of this resolution are as follows: A. To assure that public records are not destroyed while they still serve a useful purpose. B. To avoid the loss of room and shelf space caused by the retention of public records which no longer serve a useful purpose. C. To provide guidelines to Authority staff as to when public records may safely be destroyed. D. To avoid the necessity of requesting Authority Board of Directors approval for each individual case of public records destruction. """ Resolution No. 2000-002 Page 2 of5