Arkansas Administrative Code › Agency 200 - Office of Information Technology › Rule 200.00.06-002 - Arkansas Records Retention Schedule

Current through Register Vol. 49, No. 6, June, 2024
Introduction
The Arkansas General Records Retention Schedule sets forth the
			 minimum retention requirements of records commonly found in state government*.
			 It is not intended to require the creation of such records but rather
			 establishes minimum retention requirements for records created or retained by a
			 state agency. This schedule is not intended to govern the retention of records
			 which are unique to individual agencies.
The Records within this schedule are organized into the following
			 seven record categories:
1) General
		  Administrative;
2)
		  Meetings;
3) Automated
		  Systems;
4) Personnel and Human
		  Resources;
5) Fiscal;
6) Legal, and
7) Grants. These categories are logical in
		  nature and are not intended to establish any requirement for physical
		  organization or operational handling, other than the specified retention
		  periods. The name of a record category may or may not correspond to the area or
		  section of an agency which handles the record.
The retention periods established in this schedule are minimum
			 retention periods. They are not intended to prevent individual agencies from
			 establishing longer retention periods for any of their records. Regardless of
			 the minimum retention periods stated within this schedule, an agency may
			 determine any of its records may be of permanent value to agency operations,
			 may have external requirements for perpetual retention, or may be useful for
			 the study of history. Such records should be kept permanently. Should any
			 differences in retention periods be found between this schedule and state or
			 federal law, the applicable law will take precedence.
The retention periods of this schedule apply only to the official
			 version of a record. Duplicates of the official version have no retention
			 requirements under this schedule, even if the duplicates are found in different
			 media.
In some cases, this schedule provides examples for record types
			 in order to help agencies identify records. Such examples are not intended to
			 be all-inclusive.
This retention schedule addresses all record formats and media
			 (i.e. electronic, paper, microfiche, etc.). The minimum retention requirement
			 is determined by content, not by format or media.
The Arkansas General Records Retention Schedule will be
			 maintained by the Arkansas Records Retention Workgroup. The Workgroup is
			 composed of approximately 80 members from Arkansas state agencies and is
			 facilitated by a member of the Office of Information Technology.
General Schedule (GS) 01 - General Administrative
			 Records
This category includes records regarding state agency policies,
			 activities and actions, including information releases, public information,
			 office files, and requests for information.
The following record retention periods reflect the retention and
			 disposition of the official record regardless of media. Copies used for
			 specific legal, fiscal, or administrative purposes may be either retained using
			 the retention for the official version or scheduled separately if a different
			 retention is required.
Copies of these documents preserved only for convenience of
			 reference or informational purposes may be discarded when no longer
			 needed.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 01001 Agency Directives, Internal Policies and
						Procedures
Manuals, general guidelines, or similar records
						distributed internally for the use of employees that sets out agency policies
						and procedures and do not affect the private rights or procedures available to
						the public
Any agency record that officially initiates, rescinds, or
						amends internal policies or procedures that are applicable to Arkansas
						agencies, boards, commissions
Until superseded plus 3 years
GS 01002 Complaint Records
Formal complaint documents received by an agency from the
						public concerning general operations of the agency or its employees, and
						records pertaining to the resolution of the complaint
3 years after the final disposition of the
						complaint
If a complaint becomes the subject of litigation,
						which involves the agency receiving the complaint, it must be included in and
						is subject to the minimum retention period of a litigation record - Refer to GS
						06006 within this schedule.
GS 01003 Correspondence -
						Substantive
Communication that has significant administrative value
						and pertains to the implementation or modification of an agency's
						administrative operations, rules, or policies and procedures that govern the
						agency. Examples include but are not limited to the following:
- Correspondence record that announces reports,
						decisions, or recommendations implemented in agency business
- Correspondence that is essential to supporting a final
						decision related to the formulation, implementation or modification of an
						agency's administrative operations, rules, procedures, or policies
- Executive-level correspondence record regarding state
						agency policies and procedures
- Executive-level correspondence record announcing a new
						internal policy to agency staff
Note: An attachment or enclosure within a
						correspondence record should be evaluated separately for its respective
						retention period.
4 years
This records category should be used only for
						correspondence that is not included in or directly related to another records
						series in this schedule
Note: Retention of E-mail correspondence is
						decided by the CONTENT not the medium of the record.
GS 01004 Correspondence -
						Non-Substantive
Communication that conveys information of temporary
						business importance or unremarkable communication concerning day-to-day office
						administration and activities. Examples include but are not limited to the
						following:
- Correspondence that includes information not attempting
						to influence state policy
- An e-mail message sent to a large number of people, at
						the same time, via an e-mail distribution list software application (i.e.
						listserv message).
- Agency event notices
* A correspondence record notifying employees of an
						upcoming meeting would only have value until the meeting has been attended or
						the employee receiving the message has marked the date and time in his/her
						calendar
- Routine requests for publications records
- Incoming letters or memoranda of transmittal that add
						nothing of substance to enclosures
Note: An attachment or enclosure within a
						correspondence record should be evaluated separately for its respective
						retention period.
Record may be destroyed after it has served its intended
						purpose or is no longer of administrative value to the agency
Note: Retention of E-mail correspondence is
						decided by the CONTENT not the medium of the record.
GS 01005 News or Press Releases
News or press release issued by the agency
1 Year
GS 01006 Publications, State
A record that is produced by the authority of or at the
						total or partial expense of a state agency or is required to be distributed
						under law by the agency and is publicly distributed. One copy of each state
						publication as defined above except a publication that is subject to a
						different retention period in this schedule. For example, information pamphlets
						or booklets.
- Until the release of the next part in a series (i.e.
						serial publications issued in successive parts bearing numerical or
						chronological designations).
- If the publication is not part of a series: Until it
						has served its intended purpose.
- Consistent with Arkansas Code Annotated: §
												13-2-201
-
Copies of state publications must be submitted
						to the Arkansas State Library for document types and exemptions. The Arkansas
						State Library retains copies of all state publications as the State Document
						Depository and the State and Local Government Publications Clearinghouse.
						Publications are subject to periodic evaluation to determine if the publication
						merits further retention.
GS 01007 Presentations
Formal presentations delivered by the agency
1 year
GS 01008 Papers and Reports
Papers or reports as published by the agency
4 years
GS 01009 Training Materials
Instructional materials developed by, or for, an agency
						for training entities or individuals it regulates or serves
1 year after updated or after it has served its intended
						purpose
GS 01010 Strategic Plans
Agency/division strategic plans which would also include,
						but not be limited to, Disaster Preparedness/Recovery Plans, Business
						Continuity Plans, and Information Technology Plans
Until plan is replaced by an updated version plus 1
						year.
General Schedule (GS) 02 - Meeting Records
The agency, board or commission that is in charge of the meeting
			 is the party responsible for retaining the meeting records described in this
			 section.
The following record retention periods reflect the retention and
			 disposition of the official record regardless of media. Copies used for
			 specific legal, fiscal, or administrative purposes may be either retained using
			 the retention for the official version or scheduled separately if a different
			 retention is required.
Copies of these documents preserved only for convenience of
			 reference or informational purposes may be discarded when no longer
			 needed.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 02001 Meeting - Agenda and Minutes of Governing
						Bodies
- Official agenda and minutes of public meetings
- 'Public meetings' defined as set forth in the Arkansas
						Freedom of Information Act
Permanent
GS 02002 Meeting - Notes of Governing
						Bodies
- Official notes from which minutes are intended to be
						prepared of public meetings
- 'Public meetings' defined as set forth in the Arkansas
						Freedom of Information Act
4 years
GS 02003 Meeting - Supporting Documentation of
						Governing Bodies
- Records received at public meetings of state agencies,
						boards, commissions, committees, and councils that include documentation of a
						substantive nature and are referenced in the minutes
- 'Public meetings' defined as set forth in the Arkansas
						Freedom of Information Act
1 year
General Schedule (GS) 03 - Automated System
			 Records
Automated System Records include those that are generated or
			 produced in support of the agency's information system operations.
The following record categories are supportive of the audit
			 process of the Arkansas Division of Legislative Audit.
The following record retention periods reflect the retention and
			 disposition of the official record regardless of media. Copies used for
			 specific legal, fiscal, or administrative purposes may be either retained using
			 the retention for the primary copy or scheduled separately if a different
			 retention is required. Copies of these documents preserved only for convenience
			 of reference or informational purposes may be discarded when no longer
			 needed.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 03001 Data or Database Dictionary
						Documentation
Database and data file documentation, including, but not
						limited to, data dictionaries, metadata documentation, data element reports,
						diagram of logical data model, and any other database or data file
						documentation that could be used for reference material.
Until record is replaced by an updated
						version
GS 03002 Network Design Files
Records that describe the agencies' local and wide area
						network schematics, including, but not limited to, records containing network
						topology, circuit descriptions, types of network connections, cable ID map, and
						other relevant network design information
Until record is replaced by an updated
						version
GS 03003 Network and System Usage
						Files
Records created to monitor the use of the agency's
						network traffic and system access by its customers or employees
* System usage files would include, but not be limited
						to, user account log records and access authorization log files
* Network usage files would include, but not be limited
						to, log-in records, security logs, router logs and firewall logs
As long as administratively valuable to the
						agency
GS 03004 Support Services Files -
						Hardware
Records documenting support services provided to specific
						data processing equipment or installations, including site visit reports,
						program and equipment service reports, service histories, and related
						correspondence and memos
As long as administratively valuable to the
						agency
GS 03005 Systems and Applications Development
						Records
Records created and used to develop, redesign or modify
						an automated software system or application, including user requirements,
						status reports, correspondence, and high-productivity tool logic constructs
						used to generate such components as reports, queries, forms, and macros; user
						and operational documentation describing system operations, including system
						documentation records, user guides, system diagrams, and input/output
						specifications
Production copies until no longer useful for tracking
						system changes or until transfer of system data to a new operating
						environment
GS 03006 System and Database Backup
						Files
Records needed to restore a system and its data in the
						event of system or data loss
Until 3 successive backup cycles have been completed; OR
						until the agency deems they are of no more value
GS 03007 System Security Access Files
Records created to document users' access rights and
						privileges to data repositories or granting authorization to systems,
						applications or databases based on a unique user identity; this definition
						applies to mission-critical operations and financial applications that require
						monitoring and tracking to ensure the security of an enterprise's resources;
						records documenting general access given to a user to services such as active
						directory, file, print, email and network are not required to be retained
						unless there is significant security risk from unintended exposure
1 Year
GS 03008 Source Code
Production source code that generates the machine
						language instructions used to operate an automated information system,
						including all support program-related files needed to generate
						objects
The 3 most recent versions of production source code;
						there is not a requirement to keep source code for systems that are no longer
						in production or service
GS 03009 Computer Operation
						Documentation
Records concerning processes for data entry, the
						operation of computer equipment, production control, tape library, system
						backup, operation, and maintenance of an agency's data processing equipment,
						including operating manuals, hardware/operating system requirements, hardware
						configurations, and equipment control systems and other aspects of a data
						processing operation
Until record is replaced by an updated
						version
General Schedule (GS) 04 - Personnel and Human Resource
			 Records
This category includes records of each state agency's employees,
			 showing the name, title, position held, organizational assignment, salary,
			 changes of employment status, attendance, leave, performance evaluations, and
			 such other information or policies as may be necessary for the administration
			 of rules pertaining to this category of records.
If a personnel record is the subject of litigation or other
			 official action, the retention period listed within this schedule will be
			 superseded and the record will be retained until such action has been
			 finalized.
This section is not intended to govern compliance with federal
			 employment laws such as Equal Pay Act, Fair Labor Standards Act, Family and
			 Medical Leave Act, etc.
Note: The FOIA does not define the term "personnel
			 records."
The following record categories are supportive of the audit
			 process of the Arkansas Division of Legislative Audit.
The following record retention periods reflect the retention and
			 disposition of the official record regardless of media. Copies used for
			 specific legal, fiscal, or administrative purposes may be either retained using
			 the retention for the primary copy or scheduled separately if a different
			 retention is required.
Copies of these documents preserved only for convenience of
			 reference or informational purposes may be discarded when no longer
			 needed.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 04001 Equal Employment Opportunity
						Plan
A plan that includes goals and objectives which
						delineates the steps an agency will take to provide equal opportunity within
						its workforce
Until plan is replaced by an updated version
GS 04002 Training and Education
						Records
Documents classes, meetings, and seminars for training or
						education purposes
4 years or as long as administratively necessary to the
						agency, whichever is greater
GS 04003 Discrimination Complaint Case Files
						-
Charges Filed
Any charge of discrimination filed against the agency
						including all records of the charge
3 years or until final disposition of the charge or
						action, whichever is greater
GS 04004 Discrimination Complaint Case Files
						-
Charges Not Filed
Any allegation of discrimination where a charge has not
						been filed
3 years from the incident report
GS 04005 Eligibility Verification Form and Records
						(I-9)
Documents that an employer has verified prospective
						employee / recruit is a U.S. citizen, resident alien or legal immigrant
						eligible to work in U.S., as required by U.S. Immigration and Naturalization
						Service
3 years after date of hire or one year after separation
						date, whichever is later (as required within The Immigration Reform &
						Control Act of 1986/ PL 99-603, Sec. 274 )
GS 04006 Employee Benefit Records
Documents pertaining to an employee's personal health
						information such as medical and dental benefit records
5 years after separation or until closure of unresolved
						personnel issues, whichever is greater
GS 04007 Employee Personnel Records
Records documenting an individual's employment, such as
						professional certification, promotions, evaluations, disciplinary actions, and
						security check records
5 years from the date of separation or until closure of
						unresolved personnel issues, whichever is greater
GS 04008 Employment History Records
Documents pertaining to an employee's length of service
						and pay-grade evidencing proof of service
Permanent
GS 04009 Employee Wage and Hour
						Records
Records pertaining to time and leave
						information
Until authorized by the legislative auditor
GS 04010 Grievance Records and
						Reports
Documents the proceedings of an employee grievance,
						including the initial complaint, actions, investigation, summary and
						disposition
3 years after closure
GS 04011 Position Classification and Description
						Files
Documents job description by a position or class of
						positions
Until superseded plus three years
GS 04012 Recruitment, Hiring, Interview and
						Selection Records
Documentation of recruitment, selection, hire, and
						promotion of employees. Includes position descriptions, job announcements and
						advertisements, selection criteria, evaluations, rankings, and employment
						applications of successful and unsuccessful applicants.
3 years from date position is filled or until final
						disposition of the charge or action, whichever is greater. (see U.S. Code
						29 C.F.R. §
													1602.31 )
GS 04013 Unemployment Insurance Records and
						Reports
Documents payment or denial of unemployment
						claims.
5 years after case closure
GS 04014 Workers Compensation Accident
						Reports
Documents the occurrence of occupational injuries as
						reported to the Arkansas Workers Compensation Commission
3 years from date of injury
GS 04015 Workers Compensation Illness
						Reports
Documents the occurrence of occupational disease or
						occupational infection as reported to the Arkansas Workers Compensation
						Commission
6 years from the date incident occurred (refer to
						Arkansas Code Annotated: §
												11-9-702
						)
General Schedule (GS) 05 - Fiscal Records
This category focuses on records documenting fiscal operations
			 encompassing most activities undertaken by state agencies to manage, account
			 for, collect and expend funds. These would include general accounting records,
			 banking, budget, allotment and expenditure records, contract accounting,
			 central payroll accounting, and appropriation requests.
The following records retention periods reflect the retention of
			 the official record regardless of media. Copies used for specific legal,
			 fiscal, or administrative purposes may be either retained using the retention
			 for the primary copy or scheduled separately if a different retention is
			 required. Copies of these documents preserved only for convenience of reference
			 or informational purposes may be discarded when no longer needed.
The following record categories are supportive of the audit
			 process of the Arkansas Division of Legislative Audit.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 05001 Accounts Payable
Current outstanding liabilities of the agency including
						records of payments of bills, goods and services, contracts, vendor payments,
						and travel
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05002 Accounts Receivable
Current outstanding monies and funds owed the agency for
						goods and services
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05003 Account Reconciliation
Reconciliation of agency funds and accounts, federal
						revenues/federal expenditures, capital asset/capital expenditures
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05004 Legislative Adopted Budgets
The comprehensive financial plan for the agency's
						biennial operating budget that was approved by the legislature and forms a
						basis of the appropriations
Until authorized by the legislative auditor
GS 05005 Appropriation, Budget and Fund
						Requests
Including any supporting documentation created and/or
						used to justify and support legislative appropriations requests by an
						agency
Until authorized by the legislative auditor
GS 05006 Audit Report Prepared by the Arkansas
						Division of Legislative Audit
The final report of an audit performed on an Arkansas
						agency, board or commission under the Arkansas Division of Legislative Audit
						but not including the supporting audit records, only the final audit report;
						any supporting audit records may be covered under other record categories of
						this schedule
Until the next audit report is issued by Legislative
						Audit
GS 05007 Bank Statements
Current status of transaction activity of agency funds
						held at the State Treasury and/or a bank
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05008 Cash Receipt Registers
Cash receipt transactions for each agency including, but
						not limited to, deposit slips and other records used to verify receipts,
						estimate revenues, and reconcile accounts
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05009 Check Registers
Log of checks issued
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05010 Checks: Not
						Redeemed/Redeemed
Voided and not-redeemed checks, cancelled checks, and
						re-issued checks; redeemed checks written on agency accounts
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05011 Competitive Bids
Evaluation and award of bids to vendors and/or agencies
						including, but not limited to, requests for proposals, bid and quote lists,
						notices of bid openings, comparison summaries, or evidence of rejected and
						accepted bids, vendor correspondence
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05012 Debit/Credit
Adjustment of dollar amounts in funds due to recording
						errors, transfers between accounts, receipt and verification of special
						deposits, and/or withdrawals
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05013 General Ledger Registers
An accounting of all fiscal transactions for the agency
						for each month
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05014 Invoices
Record of demand for payment
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05015 Journal Entry Registers
Account records of original entry/input and provides a
						record of debit and credit journal transactions
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05016 Petty Cash Fund
Petty cash activity for the agency including requests and
						authorization to establish petty cash funds, ledgers, statements, requests for
						disbursements, copies of receipts and invoices
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05017 Purchasing
Purchase of goods and services by the agency including,
						but not limited to, purchase requisitions, orders, authorizations, contracts,
						encumbrances, maintenance contracts
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05018 Inventory and Capital Assets
Documents a listing of equipment and furniture owned by
						the agency not including expendable supplies
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05019 Transfers
Records that authorize the movement and transfer of funds
						between various accounting structures intra-agency and inter-agency
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
GS 05020 Travel Expenses
Travel expenses for agency employees including, but not
						limited to, reimbursement claims, travel detail sheets, and supporting
						documentation such as receipts
Until authorized by the legislative auditor (as required
						by Arkansas Code Annotated: §
												19-4-1108
						)
General Schedule (GS) 06 - Legal Records
Legal actions involving state agencies are handled by the Office
			 of the Attorney General, primarily by Assistant Attorneys General assigned to
			 each agency. Therefore, most records pertaining to legal actions are
			 centralized under the auspices of the Attorney General. However, many state
			 agencies maintain separate files on legal matters pertaining to the agency,
			 informal letter opinions, and formal opinions.
The following record retention periods reflect the retention of
			 the official record regardless of media. Copies used for specific legal,
			 fiscal, or administrative purposes may be either retained using the retention
			 for the primary copy or scheduled separately if a different retention is
			 required.
Copies of these documents preserved only for convenience of
			 reference or informational purposes may be discarded when no longer
			 needed.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 06001 Complaint Files - Agency
Communication and other relevant information concerning
						complaints filed, resulting in litigation that involve the agency or its
						employees
3 years after final disposition
GS 06002 Complaint Files - Regulated
						Entity
Communication and other relevant information concerning
						complaints filed with an agency resulting in litigation that involves one of
						its regulated entities
3 years after final disposition
GS 06003 Contracts / Agreements
Documents the contractual obligations of an agency or
						those owed to the agency
5 years after contract or agreement
						termination
GS 06004 Freedom of Information Act (FOIA)
						Documentation
- State FOIA request and agency reply to the
						request
- The reply does not include the records provided
						pursuant to the FOIA request
3 years
GS 06005 Legal Opinions
Legal opinions received from agency legal counsel
						including any requests eliciting the opinions
As long as administratively valuable to the
						agency
GS 06006 Litigation Files
Documents the status of litigation involving an agency or
						its officials, employees, or departments
5 years after final disposition
GS 06007 Permits / Licenses
Original and renewal of a license or permit issued by an
						agency
Period of license or permit plus 3 years
GS 06008 Permits / Licenses
						Applications
Completed applications for licenses or
						permits
3 years
General Schedule (GS) 07 - Grant Records
This category includes records generated in the administration of
			 grants either issued by the state or received by state agencies. Records
			 include grant applications, grantor and grantee correspondence and official
			 responses, grant contracts, fiscal records, compliance reports, administrative
			 correspondence, grant products and related records.
The following records retention periods reflect the retention of
			 the official record regardless of media. Copies used for specific legal, fiscal
			 or administrative purposes may be either retained using the retention for the
			 official copy or scheduled separately if a different retention is
			 required.
Copies of these documents preserved only for convenience of
			 reference or informational purposes may be discarded when no longer
			 needed.
Record Number & Category
						Title
Description
Minimum Retention Period
GS 07001 Grants Issued - Application,
						Administrative and Program Files
Documentation of awarding agency's grants and grant
						programs including grant announcements, parameters, grant applications, grant
						evaluation summaries, notification of grant awards, fiscal reports,
						correspondence related to grant monitoring, audit reports and related
						documentation including grant project status and progress and compliance
						reports prepared and submitted by grantees
Until authorized by the legislative auditor or in
						compliance with grant regulations and specifications, whichever is
						greater
GS 07002 Grants Denied
Documentation of grants administered by the state in
						which the application has been denied including applications, grant evaluation
						summaries, letters of denial and other related documentation
1 year
GS 07003 Grants Received
Documentation of grant projects and funds received and
						expended by state agencies including copies of Requests for Proposals,
						applications, notification of grant awards, fiscal reports and supporting
						documentation, reports and correspondence related to grant monitoring, audit
						reports, status reports, compliance reports, grant modification requests,
						progress reports and final reports
Until authorized by the legislative auditor or in
						compliance with grant regulations and specifications, whichever is
						greater
Glossary of Terms
Definition of Terms Used within the Arkansas General
			 Records Retention Schedule
Automated System
Computer configuration that, with all necessary hardware and
			 software, performs or can be used to perform necessary business
			 applications
Copy
A reproduction of any record, including a reproduction of a
			 previous reproduction
Data Element
In electronic record keeping, a logical record component
			 constituting one separate item of information such as name, address, or
			 age
Disposition
Any manner or method of changing the custody, location, or
			 physical state of records including transfer, microfilming, duplication and
			 destruction
Format
The arrangement of information for use, viewing, or
			 storage
Freedom of Information Act (FOIA)
The Arkansas State Act that outlines the rights of the public to
			 access public records Reference: Arkansas Code Annotated §
								25-19-101 et
			 seq.
General Record Schedule:
Provides a minimum period of time that a specific type of record
			 must be preserved
Governing Body
The FOIA applies to the "governing bodies" of "all boards,
			 bureaus, commissions, or organizations of the State of Arkansas." Ark. Code
			 Ann. §
								25-19-106(a);
			 A group that has ultimate decision-making or policy-making authority is a
			 governing body. Ark. Att'y Gen. Op. Nos. 99-407, 98-169, 96-074, 91-288
Media (Medium)
Physical material on which records information may reside
			 including, but not limited to, paper, microfilm, microform, computer disks and
			 diskettes, optical disks, and magnetic tapes
Official Version
Record kept by the organization responsible for the authoritative
			 copy; Note: A copy made of the original record may become the official
			 version.
Permanent Record
A record that has sufficient historical or other value to warrant
			 its continued preservation by the State or Federal Government beyond the time
			 it is needed for administrative, legal, or fiscal purposes.
Record
Information or data captured in any form and media
Strategic Plan
Management document containing the long term objectives of an
			 organization and a specific action plan for attaining these objectives
*State government refers to state
			 agencies, boards, and commissions, hereafter referenced simply as agencies. It
			 does not include local, city, or county government, public institutions of
			 higher education, judicial branch or state constitutional offices. Reference
			 Arkansas Act 918 of 2005.