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).
All or part of an exempt record that a public entity in its discretion has not opened to the public
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).
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.
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
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.
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.
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.
Includes the following:
Brochures or informational pamphlets for distribution
Rough draft of letters
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
A complete listing and analysis of all record series maintained by a department or division
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.
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).
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
Records Management is the professional practice of identifying, classifying, preserving, and disposing the records of an organization, while capturing and maintaining the evidence of an organization’s business activities as well as the reducing the risks associated with it.