what is a public record
any information that a public agency generates or receives in the transaction of its official duties
records can include such items as
- financial transactions
- significant working papers, drafts, & versions
- web sites
- general correspondence & administrative records
what are non records
extra copies of documents preserved only for convince of reference
items that are considered non records
- blank forms, files, and office supplies
- stocks of publications or printed brochures
- routing slips or memos that contain no pertinent information or approvals
what are archival records
records that governments must keep permanently to meet fiscal, legal, or administrative needs of the government, or they contain historically significant information
what is an essential/ vital record
records that are fundamental to the functioning of the municipality
what is an official record
record or document that is placed on file as the official, often original pr approved, version
define records inventory
descriptive listing of each record series or group, together with an indication of location and other pertinent data
what is records life cycle
built on the idea that records have a life similar to biological organisms
records four life cycle stages
creation
active records
inactive records
disposition
what is a records series
a group of related records files/used together as a unit
t/f: records municipal staff create, receive and use in their daily work belong to the municipality
true
what does SRC stand for
state records committee
what does the state records committee do
regulate the retention and disposal of all state and local public records and promulgates related standards
the SRC consists of which representatives
state treasurer
attorney general
state auditor
DLGS
chief of archives
what does DORES stand for
division of revenue & enterprise services
DORES three responsibilities
records & forms analysis
records storage
image processing
what are the two distinct manuals each municipality should have
records management policy manual
records management procedure manual
what is a records management policy manual
a manual that outlines general records management policies, its record management program, and the records management responsibilities of each department/employee. the manual should be formally adopted by the municipality
what is a records management procedure manual
a manual that provides the instruction on how to carry out the steps to support the established policies.
records exempt from OPRA
privacy interests
legislative records
medical examiner records
criminal investigatory records
victim’s records
personal firearms records
trade secrets
attorney client privilege
DD214
oath of office
juvenile information
owner & maintenance manuals
HIPPA data
what records does the public have immediate access to
budgets
bills
vouchers
contracts
government employee salary
copying costs for OPRA
8 1/2 x 11 = 0.05
8 1/2 x 14 or larger = 0.07
what does GRC stand for
government records council
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chapter 1 - local government54
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chapter 2 - office of the clerk26
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chapter 3 - secretary to the governing body59
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chapter 4 - records38
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chapter 5 - elections72
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chapter 6 - licenses & permits88
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chapter 7 - mlul1
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chapter 8 - local public contracts law105
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chapter 9 - bond ordinances26
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chapter 10 - local budget and fiscal affairs58
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chapter 11 - miscellaneous duties36
