Rhode Island Code of Regulations › Title 100 - Department of State › Chapter 50 - Public Records Administration › Subchapter 00 - N/A › Part 2 - Electronic Records Management › Section 100-RICR-50-00-2.4 - Definitions

Current through June 14, 2024
A. For the purpose of this Part:
1. "Administrative metadata" means elements
				  of information used to manage records and relate them to one another.
				  Administrative metadata elements describe how a record was created, any access
				  and use restrictions that apply to it, information about the record series (as
				  defined in § 1.4(A) of this Subchapter) to which it belongs, and the
				  records retention schedule (as defined in § 1.4(A) of this Subchapter)
				  that identifies its legal minimum required retention period.
2. "Checksum", "Digest", "Hash", "Hash code",
				  or "Hash value" means a value that is computed on data and is used to
				  authenticate information by indicating when a file has been corrupted or
				  modified.
3. "Descriptive metadata"
				  means elements of information that describe the records or set of records
				  itself. They apply to both the source records and any versions produced through
				  digitization. Descriptive metadata for individual source records include such
				  elements as the title of a record, a description of its contents, its creator,
				  and the date it was created. These elements support searching for and
				  discovering records.
4.
				  "Digitizing" means the process of converting paper or analog records into
				  electronic records.
5. "Electronic
				  information system" means an information system that contains and provides
				  access to computerized public records and other information.
6. "Electronic mail system" means a computer
				  application used to create, receive, and transmit messages and other documents.
				  Excluded from this definition are:
a. File
				  transfer utilities (software that transmits files between users but does not
				  retain any transmission data);
b.
				  Data systems used to collect and process data that have been organized into
				  data files or databases on either personal computers or mainframe computers;
				  and
c. Word processing documents
				  not transmitted on an e-mail system.
7. "Embedded metadata" means the textual
				  components that exist alongside the content (usually binary data) within the
				  file. Embedded metadata may be used to make self-describing digital files that
				  contain administrative rights and technical metadata can be appropriately
				  managed outside of a recordkeeping system.
8. "Intellectual control" means the
				  information necessary to identify and understand the content and context of the
				  records.
9. "Media" means the
				  physical forms on which records are stored, such as paper, photographs, compact
				  discs, DVDs, analog tapes, flash drives, local hard drives, or
				  servers.
10. "Metadata" means the
				  preserved contextual information describing the history, tracking, and/or
				  management of an electronic document.
11. "Migration" means the process of moving
				  data from one information system or storage medium to another to ensure
				  continued access to the information as the system or medium becomes obsolete or
				  degrades over time.
12.
				  "Mixed-media files" means records in different forms of media.
a. A file, when used in the phrase
				  "mixed-media file," is a group of records, regardless of location and type of
				  media, that belong together or relate to a topic.
(1) For example, a mixed-media case file
				  could be a box with paper notes, audio recordings of interviews, and a CD of
				  photographs, along with physical evidence stored separately in an evidence
				  locker.
b. Records in a
				  file may be in more than one media type because of how agencies create,
				  maintain, and use records, shifts in technology, and the topic or activity
				  involved.
13. "Physical
				  characteristics" means the method that information is recorded, the physical
				  condition of the material, and the smallest level of detail present.
a. The physical characteristics of records
				  printed on paper include:
(1) The type of
				  paper (office paper, Thermofax, photographic print);
(2) The type of printing (laser printed, fax
				  printed, typewritten, half-toned, handwritten);
(3) Appearance (color, inks, continuous tone
				  or monochrome images);
(4) Size;
				  and
(5) Other methods of conveying
				  information (embossed seals, stamps).
b. These traits determine the methods and
				  equipment used to digitize records.
14. "Physical control" means having the
				  information necessary to physically manage records. This includes knowing:
a. Where the records are housed;
b. Whether any records are missing or stored
				  separately; and
c. The records'
				  physical form (media types, the records' dimensions, and the physical
				  characteristics).
15.
				  "Project plan" means a document that identifies:
a. The records that are to be
				  digitized;
b. An estimate of their
				  volume and of the media types that are present;
c. The image quality parameters selected to
				  capture necessary information;
d.
				  The date range of the records;
e. A
				  copy of the applicable agency records schedule(s);
f. Any indexes used to maintain intellectual
				  and physical control; and
g. A
				  quality management (QM) section that describes:
(1) Quality assurance (QA)
				  objectives;
(2) Quality control
				  (QC) procedures to identify and correct errors during digitization;
				  and
(3) The QC reports that will be
				  used to identify and remediate errors when
				  detected.
16.
				  "Quality assurance" or "QA" means the proactive QM activities focused on
				  preventing defects by ensuring that a particular product or service achieves
				  certain requirements or specifications. A QA program is heavily dependent on QC
				  data to search for patterns and trends. QA activities also include controlled
				  experiments, design reviews of digitization workflows, and system tests. QA
				  programs can improve quality by creating plans and policies or by creating and
				  conducting training.
17. "Quality
				  control" or "QC" means the QM activities that examine products through
				  inspection or testing to determine if they meet predetermined specifications.
				  The purpose is to detect defects (deviations from predetermined requirements)
				  in products or processes.
18.
				  "Quality management" or "QM" means the overall management functions and
				  underlying activities that determine quality policies, objectives, and
				  responsibilities, and that implement them through planning, control, assurance,
				  and improvement methods within the quality system.
19. "Technical metadata" means the elements
				  of information that describe the properties of computer files, the hardware
				  used to create them, and the parameters used by systems to render them.
				  Technical metadata may include elements such as a file's byte size, file format
				  and version, color encoding, and the type of equipment used to make the file
				  (for example, camera name or scanner manufacturer).
20. "Validating" means the process of
				  ensuring that the records meet the requirements of this Part.