Code of Maryland Regulations › Title 14 - INDEPENDENT AGENCIES › Subtitle 18 - STATE ARCHIVES › Chapter 14.18.02 - Records Retention and Disposition Schedules › Section 14.18.02.02 - Definitions

Current through Register Vol. 51, No. 14, July 12, 2024
A. In this chapter,
				the following terms have the meanings indicated.
B. Terms Defined.
(1) "Agency" means any office, department,
				board, commission or other separate unit of Maryland government, including the
				executive, legislative, and judicial branches of government, and all political
				subdivisions.
(2) "Appraisal" is
				the process of determining how long, in what format, and under what
				circumstances a record series ought to be preserved, based upon the information
				contained in the records inventory.
(3) "Archives" means the Maryland State
				Archives.
(4) "Custodian" means an
				officer or employee of the State or a political subdivision who, whether or not
				the officer or employee has physical custody and control of a public record, is
				responsible for keeping the public record.
(5) "Division" means the Records Management
				Division of the Department of General Services.
(6) "Non-permanent record" means a public
				record with temporary value which may be destroyed after the passage of a
				specified period of time.
(7)
				"Permanent record" means a public record which is considered by law, statute,
				rule, agency personnel or the State Archivist to have ongoing administrative,
				fiscal, legal, historical, or other archival value.
(8) "Publication" means any informational
				material developed by or for an agency for general public
				dissemination.
(9) Record.
(a) "Record" means any documentary material
				in any form created or received by an agency in connection with the transaction
				of public business; and
(b)
				"Record" includes:
(i) Written materials,
				email, books, photographs, photocopies, publications, forms, microfilms, tapes,
				computerized records, maps, drawings, and other materials in any
				format;
(ii) Data generated,
				stored, received, or communicated by electronic means for use by, or storage
				in, an information system or for transmission from one information system to
				another.
(10)
				"Records inventory" means a survey of all records series maintained by an
				agency resulting in a detailed itemized compilation of the records in the
				possession of the agency, and is the first step in preparing a records
				retention and disposition schedule.
(11) "Records officer" means any person or
				persons designated according to the provisions of this chapter whose
				responsibilities include the development and oversight of agency records
				management programs.
(12) "Record
				series" means a set of similar records maintained in any form or
				format.
(13) "Schedule" means a
				records retention and disposition schedule which is an official document
				listing and describing all records of an agency, and provides:
(a) For the permanent retention of records
				considered by statute or the Archivist to be of permanent value; and
(b) For the destruction of records that are
				not essential to agency operations after the lapse of a stated period of
				time.