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Records Management Definitions

Archival Resources
Those non-current public records which are no longer essential to the functioning of the agency of origin and which the State Archivist determines to have permanent value for research, reference, or other use appropriate to document the organization, function, policies, and transactions of government. See ND Century Code (Section 55-02.1-01).
Closed Record
All or part of an exempt record that a public entity in its discretion has not opened to the public
Confidential Record
Records expressly identified as confidential by: a) the North Dakota Century Code, b) the Code of Federal Regulations, or c) a state or federal court of law decision. Any other records are open for public inspection during reasonable office hours. See ND Century Code (Section 44-04-18).
Exempt Record
All or part of a record that is neither required by law to be open to the public, nor is confidential, but may be open at the discretion of the public entity
Form
Any document designed to record information, and containing blank spaces and which may contain headings, captions, boxes or other printed or written devices to guide the entry and interpretation of the information.
Nonrecord Material
The following are not considered to be records:
  • Library and museum material made or acquired and preserved solely for reference or exhibition purposes.
  • Extra copies of documents retained only for convenience of reference.
  • Stocks of publications and of processed documents. See ND Century Code (Section 54-46-02).
Permanent Record
Retention of any document with a long-lasting administrative, fiscal, or legal value. Permanent retention dates are subject to approval from the Records Management Task Force.
Processed document
Includes the following:
  • Brochures or informational pamphlets for distribution
  • Rough draft of letters
  • Dictation machine tapes, mechanical records and data tapes which have been transcribed into typewritten or other printed form
Record
A document, book, paper, photograph, sound recording or other material regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business. See ND Century Code (Section 54-46-02).
  • Most records are created and retained to assist us in carrying out our routine operations
  • Many records are required by law (taxes, patents, EEO, etc.)
  • Some records are important for their historical or archival value
Records Inventory
A complete listing and analysis of all record series maintained by a department or division
Records Management
Those measures established to control the collection, storage, maintenance, retention, retrievability, and proper disposal or archival transfer of records.
Records Retention Schedule
A document that identifies the length of time a record must be retained in active and inactive storage and authorizes the transfer and disposition of all records of a department or division.
Record Series
A group of logically related records with the same retention and disposition value.
State Agency or Agency
Includes any department, office, commission, board, or other unit, however designated, of the executive branch of state government. See ND Century Code (Section 54-46-02).
State Record
A record of a department, office, commission, board, or other entity, however designated, of the state government and shall also include the following:
  • A record of the state legislative assembly
  • A record of any court of record, whether of statewide or of local jurisdiction
  • Any other record designated or treated as a state record under state law. See ND Century Code (Section 54-46-02).
Vital Records
Those records that an organization needs to resume activities after a disaster. These records must be adequately protected from damage or loss due to fire, tornado, accident, sabotage, etc.

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