Chapter 4 - Records Management & Open Public Records Act Flashcards
What is a public record?
Public Record is any paper, written or printed book, document, drawing, map, plan, photograph, microfilm, data processed or image processed document, information stored or maintained electronically or by sound-recording or in a similar device, or any copy thereof, that has been made, maintained or kept on file in the course of his or its official business by any officer, commission, agency or authority of the State or of any political subdivision thereof, including subordinate boards thereof, or that has been received in the course of his or its official business by any such officer, commission, agency, or authority of the State or of any political subdivision thereof, including subordinate boards thereof. The terms shall not include inter-agency or intra-agency advisory, consultative, or deliberative material.
Who comprises the State Records Committee?
The State Records Committee is comprised of the AG, NJ Treasurer, NJ Auditor, Div. of Archives Director, appointee of the DLGS Director (must hold an RMC).
Who is the final authority on public records retention in NJ?
The State Records Committee has final authority on public records retention in NJ.
Which state agency is involved in records management?
The Division of Revenue and Enterprise Services is the state agency involved in records management and provides imaging services and micrographics.
What is the objective of the record management process?
The purpose of the record management process is to make the records serve the purpose for which they were created as efficiently and as economically as possible and to provide for proper disposition after they have served their purpose.
Define “record series”?
Record series is defined as groups of identical or related records that are normally filed together.
Define “records inventory”.
Records inventory is defined as a complete listing of records by record series, together with necessary descriptions and supporting information.
Define “records retention schedule”
A records retention schedule is a listing of records including series titles, brief description of contents, appropriate form numbers or applicable statute references, a specification of the minimum length of time each record must be maintained, and a method of disposition.
Define “transient documents”
Transient documents are those that have very limited administrative value. They do not set policy.
Define “accessioning”.
Accessioning is the act of transferring a public record into the physical and legal custody of the Archives.
Define “intrinsic value”.
A public record is said to have intrinsic value when their age, physical form or other characteristics makes them valuable for reasons other than the information they contain.
Name the four steps of the records management process
The four steps of the records management process are:
Determine if it is a public record.
Conduct an Inventory
Analyze the Inventory
Compare Inventories to Record Retention Schedules.
Name the three filing categories.
The three filing categories are active, semi-current, and inactive.
Within a category files are arranged in alphabetic, numeric or alphanumerically.
What are the two methods of records disposition.
Records can be subjected to physical destruction or transfer of ownership.
What are the methods of destroying a public record?
Records may be destroyed by shredding, burning, discarding, erase (electronic media), deletion (e-mail) or recycling.
