The county shall cooperate with any voluntary effort by an interested and competent
individual or organization to compile either a full text or partial database to the
nonconfidential records it maintains, including those it creates and those it receives
in the ordinary course of business. This shall include, to the extent permitted by
law, providing the organization with any listing of the contents or titles of files
which can be released without compromising the confidentiality of the contents of
the files. The database shall be for the use of county officials, staff and the general
public, and shall be organized to permit a general understanding of the types of public
information maintained, by which officials and departments, for which purposes and
for what periods of retention, and under what manner of organization for accessing,
e.g., by reference to a name, a date, a proceeding or project, or some other referencing
system. The database need not be in such detail as to identify files or records concerning
a specific person, transaction or other event, but shall clearly indicate where and
how records of that type are kept. Any such master database shall be reviewed by appropriate
staff for accuracy and presented to the board of supervisors for formal adoption.
Any changes in the county's practices or procedures that would affect the accuracy
of the database shall thereafter be reported by the responsible staff to the board
of supervisors as the basis for a corresponding revision of the database.
(Ord. No. 95-6)
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