Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 5 - POLICY, PURPOSE, AND DEFINITIONS › Section 166-005-0010 - Definitions for Divisions 5 through 475

Current through Register Vol. 63, No. 7, July 1, 2024
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.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192 &
				  357