Records and other documents or materials that are not expressly addressed by the attached record retention schedule may be destroyed at any time provided that they have been retained for the periods prescribed for substantially similar records. 3. Storage of records Records may be stored in the department's office space or equipment if the records are in active use or are maintained in the office for convenience or ready reference. Examples of active files appropriately maintained in departmental office space or equipment include active chronological files, research and reference files, legislative drafting files, pending complaint files, administrative files, personnel files and calendars. Inactive records, for which use or reference has diminished sufficiently to permit removal form departmental office space or equipment, may be sent to an off-site storage facility. The off-site storage facility may be a City-owned facility or a leased facility. 4. Historical records Historical records are those which are no longer of use to the department but which, because of their age or research value, may be of historical interest or significance. Historical records may not be destroyed except in accordance with the procedures set forth in Administrative Code Section 8.7. 5. Legal records The retention periods set forth in the attached record retention schedule shall not apply to materials that are otherwise eligible for destruction, but which may be relevant to a pending claim or litigation against the City. Once the department becomes aware of the existence of a claim or litigation, the department should retain all documents and other materials related to the claim or litigation until the claim or litigation has been resolved. When the department has reason to believe that one or more other departments also have records relating to the claim or litigation, those departments shall also be notified of the need to retain those documents. The City Attorney's Office must approve all records containing legal significance proposed for destruction before the department destroys them, according to Admininistrative Code Section 8.3. The City Attorney's Office must review and approve any changes to the department's schedule. Departments may destroy documents consistent with the schedule. The department must obtain approval from the City Attorney's Office to destroy documents that contain legal significance that do not fall within the schedule. 6. Electronic and digital data All electronic or digital data must adhere to the retention period as specified in this chapter. The department, as an option, may also convert paper information into electronic or digital data, unless such conversion is prohibited by law. 7. Records relating to emergencies/disasters and cost recovery
Records and other documents or materials that are not expressly addressed by the attached record retention schedule may be destroyed at any time provided that they have been retained for the periods prescribed for substantially similar records. 3. Storage of records Records may be stored in the department's office space or equipment if the records are in active use or are maintained in the office for convenience or ready reference. Examples of active files appropriately maintained in departmental office space or equipment include active chronological files, research and reference files, legislative drafting files, pending complaint files, administrative files, personnel files and calendars. Inactive records, for which use or reference has diminished sufficiently to permit removal form departmental office space or equipment, may be sent to an off-site storage facility. The off-site storage facility may be a City-owned facility or a leased facility. 4. Historical records Historical records are those which are no longer of use to the department but which, because of their age or research value, may be of historical interest or significance. Historical records may not be destroyed except in accordance with the procedures set forth in Administrative Code Section 8.7. 5. Legal records The retention periods set forth in the attached record retention schedule shall not apply to materials that are otherwise eligible for destruction, but which may be relevant to a pending claim or litigation against the City. Once the department becomes aware of the existence of a claim or litigation, the department should retain all documents and other materials related to the claim or litigation until the claim or litigation has been resolved. When the department has reason to believe that one or more other departments also have records relating to the claim or litigation, those departments shall also be notified of the need to retain those documents. The City Attorney's Office must approve all records containing legal significance proposed for destruction before the department destroys them, according to Admininistrative Code Section 8.3. The City Attorney's Office must review and approve any changes to the department's schedule. Departments may destroy documents consistent with the schedule. The department must obtain approval from the City Attorney's Office to destroy documents that contain legal significance that do not fall within the schedule. 6. Electronic and digital data All electronic or digital data must adhere to the retention period as specified in this chapter. The department, as an option, may also convert paper information into electronic or digital data, unless such conversion is prohibited by law. 7. Records relating to emergencies/disasters and cost recovery