800-12 Records Retention Flashcards

1
Q

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

A

Their supervisor

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2
Q

Records of temporary usefulness that are not an integral part of a record series of the department

A

Transitory Information

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3
Q

There is a business purpose for which the record was created and that purpose has not been fulfilled or completed

A

Administratively Valuable

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4
Q

Which department is responsible for providing annual records retention training

A

The Administration and Regulatory Affairs (ARA) Department

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5
Q

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

A

The department records officer (DRO)

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6
Q

Who is responsible for appointing a DRRO and an alternate for their command and division?

A

The Chief of police and each command staff member.

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7
Q

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

A

Chief of police and each command staff member

Quarterly

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8
Q

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

A

Annually

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9
Q

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

A

Annual

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10
Q

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

A

40 business days

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11
Q

Records can be distorted without formal approval if they have a retention period of

A

Less that or equal to one year

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12
Q

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

A

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

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13
Q

Who’s responsible for retaining an email that falls under the definition of “record”?

A

The sender

*unless the email originated outside of the department then the receiver is responsible for retention

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14
Q

When is there no need to keep an electronic copy?

A

When the email is printed and maintained as an official record

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15
Q

The timetable for the retention of records is based on ________ and not the medium used for the storage information

A

The contents of the records

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16
Q

Employees shall not ____ original documents and place them in an electric format in lieu of maintaining the original hard copy. Original copies shall still be maintained in accordance with this general order

A

SCAN