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.
What percentage of public records are usually considered to be archival?
Only 5-10% of all public records are considered archival.
What are the methods of disaster recovery
The methods of disaster recovery are fast drying slow drying space drying freeze drying blotting film salvage charred documents may be read under ultraviolet light.
Which records can be considered for microfilming?
The following documents may considered for microfilming:
Records with a retention schedule of 10+ years.
Large volume records
Vital records or historical documents.
Define “Custodian of a Government Record”
The Municipal Clerk is the Government Record Custodian for the municipality.
What is a Government Record?
A government 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.
What are the OPRA exemptions.
OPRA exemptions are as follows:
Advisory communications Legislative records Law enforcement records Trade secrets Records subject to Attorney/Client privilege Technical information (i.e. computer security) Security/Public safety information Security measures collective bargaining information litigation risk management information info subject to a court order Honorable discharge information social security card credit card information unlisted phone numbers driver's license numbers records pertaining to higher education convicts/victims information ongoing police investigations exemptions as per state and federal statutes limited personnel/pension information
True or False:
All OPRA requests must be in writing.
True!
All OPRA requests must be in writing.
Which five types of government documents must be made available immediately under OPRA?
The following document types must be made available immediately:
Budgets, bills, vouchers, contracts and government employee salary information.
What are the per page OPRA fees?
OPRA request are subject to a 5 cent per page (letter) and 7 cent per page (legal) fee.
May charge the actual cost if higher.
What are the cost of files sent via email.
Must provide electronic files free of charge.
What are the cost for files delivered on another medium?
May charge actual cost for files delivered on other media.
What 7 things must appear on a municipal website?
Websites are required to contain:
3 years of audits meeting notices authority rules municipal code minutes resolutions contact information of management/professionals
