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"Department" means an agency, department or office of the administrative <br />staff of the City of Santa Ana, and includes a public safety communications center <br />operated by the city. <br />"Department head" means the executive officer in charge of a department. <br />"Original" means the initial production of a record in its final form. It does not <br />include preliminary drafts or subsequent photocopies. In the case of a signed <br />document, the original is the document which was actually signed by the person or <br />persons signing the document. <br />"Public records" are writing in the custody of the City of Santa Ana, containing <br />information relating to the conduct of the business of the City of Santa Ana. "Public <br />record" does not include transitory writings. <br />"Transitory writing" is a writing having no reason for retention after the <br />purpose for which it was created has expired, such as routing slips, notices of meetings <br />or events, writings retained solely for tickler, suspense or follow-up purposes; <br />preliminary work materials, including rough notes, calculations or drafts assembled or <br />created and used in the preparation or analysis of other documents; writings which have <br />been superseded by subsequent writings; computer print-outs which are produced <br />solely for temporary purposes; unofficial copies of documents kept only for convenience <br />or reference, and the like. <br />"Writing" means a document in written or printed form. <br />Section 3. The purposes of this resolution are as follows: <br />A. To assure that public records are not destroyed while they still serve a <br />useful purpose. <br />B. To avoid the loss of room and shelf space caused by the retention of <br />public records which no longer serve a useful purpose. <br />C. To provide guidelines to City staff as to when public records may safely be <br />destroyed. <br />Section 4. The scope of this resolution is as follows: <br />A. This Resolution is limited to originals of public records, except as <br />otherwise provided in subsection B of this section. <br />B. Whenever the original of a public record is sent to a location outside the <br />custody of the City (as, for example, correspondence from a City officer or <br />employee to a person outside of the City government) one copy of that <br />55A-4