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Examples of the types of documents that may be considered exempt from inspection include, but are <br />not limited to, the following: <br />2.1 Document Drafts. Most working drafts of documents are subject to <br />disclosure. However, depending on who is participating in the drafting process and the <br />nature of the document, some documents are exempt. This exemption most often applies to <br />policy documents in the process of being drafted when there is a strong need for officials to <br />freely consider all policy options. <br />2.2 Securi .Information contained within documents such as contracts that <br />have the potential of impacting security measures is generally not subject to disclosure. <br />2.3 Financial Information. Financial information provided to the City by <br />individuals or companies may be withheld if the information is private and is provided as a <br />xequirement for completing a transaction with the City. <br />2.4 Personnel Files. Personal disciplinary action will generallynot be disclosed, <br />but courts have ruled some information contained in personnel files must be disclosed. <br />Requests for employee information, including addresses and telephone numbers, will be <br />responded to by Human Resource & Risk Services Department staff in accordance with <br />applicable laws: <br />2.5 Pending Litigation. Records relating to matters that. are the subject of <br />pending litigation are released only upon authorization of the City Attomey or Risk Manager. <br />2.7 Trade Secrets. Documents that contain trade secrets may be exempt if four <br />conditions are met: (1) the information is not patented; (2) the information is known only to <br />a limited number of persons in an organization and is used by the organization in its <br />business; (3) the information has an actual or potential commercial value; and (4) the <br />information provides an opportunity for the organization to obtain a business advantage over <br />competitors. Trade secrets include formulas, plans, processes, data, the compilation of <br />information, and many other types of information. <br />2.6 Legal Opinions. Opinions or other documents provided to City personnel by <br />the City Attorney are not subject to disclosure under the attorney/client privilege. <br />Many documents that qualify for an exemption under one of the above categories or other provisions <br />of state law maybe disclosed if the City Manager or City Council determines disclosure is in the <br />public interest. <br />3. Public Record Coordinator. Each department manager and division manager (for <br />lazge departments) shall designate a staffperson to serve as the Public Record Coordinator (°PRC") <br />for that department/division. Prior to entering upon those duties, the PRC shall receive training with <br />Administrative Order - 2 <br />