Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-020 - Definitions applicable to all sections of this chapter

Current through Register Vol. 24-14, July 15, 2024
Unless the context indicates otherwise, words used in this
				chapter shall have the meaning given in this section.
"Agency" means any department, office, commission, board, or
				division of state government; and any county, city, district, or other
				political subdivision or municipal corporation or any department, office,
				commission, court, or board or any other state or local government unit,
				however designated.
"Archival value" means those public records, as determined by
				state archivist's appraisal, that are worthy of long-term or permanent
				preservation by the archives due to their historical, legal, fiscal,
				evidential, or informational value, or are designated such by statute.
"Authentic" means that a public record is accepted by the state
				archives as genuine, trustworthy, or original.
"Authentication" means the process of verifying that a public
				record is acceptable as genuine, trustworthy, original, or authentic.
"Chain of custody" means the documentation of the succession of
				offices or persons who held public records, in a manner that could meet the
				evidentiary standards of a court of law until their proper disposition
				according to an approved records retention schedule.
"Confidential record" means any public record series, file,
				record or data base field with restrictions on public access as mandated by
				federal, state or local laws, or court order.
"Data base management system" means a set of software programs
				that controls the organization, storage and retrieval of data in a data base,
				as well as the security and integrity of the data base.
"Digital archives" means the mass storage facility for
				electronic records located in Cheney, Washington and operated by the Washington
				state archives. The digital archives is designed to permanently preserve
				electronic state and local government records with archival value in an
				environment designed for long-term storage and retrieval.
"Disposition" means the action taken with a record once its
				required retention period has expired. Disposition actions include but are not
				limited to transfer to the archives or destruction.
"Elected official" means any person elected at a general or
				special election to any public office, and any person appointed to fill a
				vacancy in any such office.
"Electronic record" includes those public records which are
				stored on machine readable file format.
"Encryption" means the process of rendering plain text
				unintelligible by converting it to ciphertext so it can be securely transmitted
				and can only be read by those authorized to decode the plain text from the
				ciphertext.
"File format" means the type of data file stored on machine
				readable materials such as hard disks, floppy disks, CD-ROMs, DVDs, flash media
				cards, USB storage devices, magnetic tape, and any other media designed to
				store information electronically, as well as the application program necessary
				to view it.
"Metadata" means data used to describe other data. Metadata
				describes how, when, and by whom particular content was collected, how the
				content is formatted, and what the content is. Metadata is designed to provide
				a high level of categorization to aid in the storage, indexing, and retrieving
				of electronic records for public use.
"Public record" has the same meaning as in
				chapters
				40.14 and
				42.56 RCW.
"Records committees" means the local records committee created
				in RCW
				 40.14.070 and the state records committee
				created in
				RCW
				 40.14.050.
"Retention period" means the required minimum amount of time a
				records series must be retained to meet legal, fiscal, administrative or
				historical value as listed on an approved records retention schedule or general
				records retention schedule.
"Records retention schedule" means a legal document approved by
				the state or local records committee that specifies minimum retention periods
				for a records series and gives agencies ongoing disposition authority for the
				records series after the records' approved retention period has been
				satisfied.
"Spider" means a software program that automatically collects
				and retrieves on-line web content and all documents linked to such content.
				Examples include, but are not limited to: Web spiders, web crawlers, robots,
				and bots.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-020, filed 10/13/08, effective
				  1/1/09