Code of Maine Rules › 29 - DEPARTMENT OF THE SECRETARY OF STATE › 255 - MAINE STATE ARCHIVES › Chapter 2 - STATE RECORDS CENTER FACILITY AND SERVICES › Section 255-2-3 - DEFINITIONS

Current through 2024-29, July 17, 2024
The following definitions are established for terms used in
				  these rules:
A. "Access Card" means
				authorization issued to agency employees after submission/approval of
				Application for Records Center Use Cards form to Records Management. This
				authorization is required for employees to retrieve agency records. Physical
				cards are no longer issued. Employees are required to use issued access card
				number when requesting boxes. Access card numbers are not
				transferable.
B. "Agency" means any
				unit of State Government, including any state board or commission, the
				Legislature and its committees and subcommittees but not including the judicial
				branch, the University of Maine System, the Maine Community College System and
				the Maine Maritime Academy.
C.
				"Cardholder" means any employee assigned an access card number from Records
				Management and given authorization to retrieve agency records. Cardholders may
				include Records Officers and Assistants.
D. "Closed records" means the current
				business process of the originating agency has concluded. At this point records
				would either be destroyed or retention would begin to meet other
				obligations.
E. "Disposition" means
				removal, (in accordance with approved records schedules) of records no longer
				necessary for the conduct of business by such agency, through removal methods
				which may include disposal of temporary records by destruction and the transfer
				to the archives of records determined to have sufficient value to warrant
				continued preservation. It is also the form required (Disposition Notification
				form) to be signed by agencies before records can be destroyed at the State
				Records Center.
F. "Record" means
				all documentary material, regardless of media or characteristics, made or
				received and maintained by an agency in accordance with law or rule or in the
				transaction of its official business. This term shall not include extra copies
				of printed or processed material of which official or record copies have been
				retained, stocks of publications and processed documents intended for
				distribution or use, or records relating to personal matters that may have been
				kept in an office for convenience.
Record includes records of historic and archival value to the
				  State, regardless of the date of their generation, including all documents
				  determined to have such value to the State by statute and, when appropriate, by
				  the State Archivist.
G.
				"Stack areas" means those areas where agency records are physically stored in
				the Cultural Building and the Records Center Annex in the former Bureau of
				Alcoholic Beverages and Lottery Operations building
H. "State Records Center" means facilities
				maintained by the State Archivist for the storage, security, servicing and
				other processing of agency records that must be preserved for varying periods
				of time, but need not be retained at the agency for daily business
				processes.
I. "Temporary Records"
				means semi-current records of government agencies to which they retain legal
				title and control access and use, but that have been transferred to the
				physical custody of the State Records Center and retained for evidentiary,
				legal, financial, or historical purposes, as dictated by the retention
				schedule.
J. "Transmittal" means
				transferring records to the State Records Center or Maine State Archives. It is
				also the form required (Transmittal of Records form) to be completed by
				agencies when they are requesting to send records to either facility.