Or. Admin. Code § 166-005-0010 - Definitions for Divisions 5 through 475
As used in these rules, "photocopy", "political subdivision", "public record", "public writings", and "state agency" are defined by ORS 192. As used in these rules unless otherwise required by context:
(1) "Accession" means to take into physical
custody a group of records or other materials and to formally document their
receipt.
(2) "Agency" when used
alone means either a state agency or a political subdivision.
(3) "Exempt records" are public records that
do not need to be disclosed under ORS 192.410.
(4) "Excluded records" are records which are
excluded from the definition of public records by ORS 192.005(5) or other state
or federal laws or rules.
(5)
"Hard Copy" means a printout of data stored in a computer.
(6) "Local agency" means any officer,
department, board, commission or institution created by or under the
jurisdiction of a political subdivision of this state.
(7) "Official copy" is that version of a
public record that has been designated by the agency as the record of a
transaction or event, and which is subject to the requirements of laws, rules
and the records retention schedule authorized by the State Archivist.
(8) "Permanent" public records are
those deemed worthy of permanent preservation by the State Archivist and the
official copy of permanent records must be retained in paper or in microfilm.
(9) "Records Management" means the
planning, controlling, directing, organizing, training, promoting and other
managerial activities involving the life cycle of information, including
creation, maintenance (use, storage, retrieval) and disposal, regardless of
physical form. Records management procedures are used to achieve adequate and
proper documentation of state policies and transactions and effective and
economical management of agency and organizational operations.
(10) "Records Officer" refers to the person
designated by a state agency or political subdivision in accordance with ORS
192.105(2)(a). Records Officers organize and coordinate the agency's Records
Management Program. Records Officers also serve as their agency's primary
liaison with the State Archivist and receive training from the State Archivist
in performing their duties. Typical duties include planning, controlling,
directing, organizing, training, promoting the program, and other activities
involving the life cycle of information including records scheduling,
retirement, storage and destruction.
(11) "Record series" is an itemized listing
on a records retention schedule which identifies a single record or a group of
records for purposes of retention and disposition.
(12) "Records Retention Schedule" means a
document produced and approved by the State Archivist listing the length of
time a record needs to be kept for administrative, legal, fiscal or historic
purposes. For state agencies this time represents both the minimum and maximum
length of time a record must be kept. A records retention schedule approved by
the State Archivist is an agency's legal authorization to destroy public
records. The State Archivist writes two types of records retention schedules.
The first is a special schedule that is written for records unique to an
agency, and the second is a general schedule representing those records that
are common to most agencies.
(13)
"Retention Period" means the length of time a public record must be retained as
authorized by an applicable records retention schedule produced and approved by
the State Archivist. Retention periods for state agency records are both a
minimum and maximum retention meaning that the records must be destroyed when
the retention has been met as long as there is no pending litigation and all
audit requirements have been satisfied. Retention periods for local governments
are required minimums only.
(14)
"Security Copy Depository" is a storage and retrieval facility operated by the
State Archivist for security copies of microfilm for state and local agencies.
The depositing agency maintains custody of the records and all requests for
access to the stored records are made through authorized persons of that
agency.
(15) "Special District" is
any unit of local government other than a city, county, state agency, board,
commission, school, school district, educational service district, college, or
university.
(16) "State Archivist"
is the public employee who serves under the Secretary of State and who
administers the Archives Division which operates the State Archives, the State
Records Center and the Security Copy Depository (ORS 192 and 357).
(17) "State Records Center" is a storage and
retrieval facility operated by the State Archivist for inactive records of
state agencies. The depositing agency maintains custody of the records and all
requests for access to the stored records are made through authorized persons
of that agency.
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192 & 357
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