Chapter 2: Definitions

AIIM - The Association for Information and Image Management.

ANSI - The American National Standards Institute.

Archival Records - Permanent records that have been or are eligible to be transferred to the County Archives.

Authorization to Destroy County Records - A form that must be submitted and approved before any county agency destroys records.

Computer Output Microfilm (COM) - Microfilm or microfiche that is generated directly from an electronic file.

County Agency - Any department of county government under the Board of County Commissioners, County Manager, Elected Officials or other appointing authority.

Database - A collection of digitally stored data records, or a collection of data elements within records within files that have relationships with other records within other files.

Database Management System (DBMS) - A set of programs designed to organize, store, and retrieve machine-readable information from a computer-maintained database or data bank.

Data File - Related numeric, textual, sound, or graphic information that is organized in a strictly prescribed form and format.

Deed of Gift Agreement - A document transferring legal ownership of records from a private donor to the Jefferson County Archives.

Electronic Mail (e-mail) - Written messages or documents transmitted between persons through electronic, optical, or other electromechanical means. Electronic mail is a record if it meets the criteria in the definition of "Records," below.

Electronic Media - All storage media capable of being read by a computer including magnetic disks, magnetic tapes, optical disks, and similar machine-readable media.

Electronic Record - Any information that is recorded in a form for computer processing and that satisfies the definition of "Records," below.

Electronic Record System - Any information system that produces, manipulates, and stores records by using a computer.

Electronic Storage - The maintenance of County Government Record Data in the form of digital electronic signals on a computer hard disk, magnetic tape, optical disk, or similar machine-readable medium.

General Records Retention Schedule - A Records Retention Schedule listing records common to many county agencies and indicating the length of time each series must be retained (the "Retention Period"). This schedule can be used by any county agency.

Inactive Records - Records that are not regularly accessed by the county agency that created them, but whose retention period has not yet expired.

Long-term Record - A record for which the retention period on a Records Retention Schedule is 10 years or longer, but less than permanent.

Magnetic Media - A storage medium on which digital or analog information is recorded as magnetic signals, including computer magnetic tape, magnetic disk, magneto-optical disk, audio tape, and video tape.

Memorandum of Transfer - A document used to transfer official custody of Jefferson County archival records from the agency that created them to the Jefferson County Archives.

Off-line Storage Media - Electronic record storage media that require physical loading by a person into an appropriate device before data stored on the media can be accessed; for example, manual loading of a tape or disk into the appropriate drive. Off-line storage media can be stored off-site for security reasons and be retrieved and loaded when needed.

On-line Storage Media - Electronic record storage media that are immediately accessible to a user without any physical loading of the media, by either a person or a machine, into a drive or other reading device. On-line storage media (for example, hard disks) typically are not removable from the system hardware. An optical jukebox is not an on-line storage device because the optical platters must be mechanically loaded into a drive before they can be accessed.

Optical Disk - A high capacity electronic storage medium that uses a laser to "write" and "read" digitally encoded information to or from a hard platter.

Permanent Record - A record for which the retention period on a Records Retention Schedule is permanent.

Public Record - All books, papers, maps, photographs, cards, tapes, recordings, digitally stored data, electronic mail messages, or other documentary materials, regardless of physical form or characteristics, made or received by a Jefferson County Agency for use in the exercise of functions required or authorized by law or administrative rule or involving the receipt or expenditure of public funds, except for the following: correspondence of elected officials that is work product, unrelated to the exercise of official functions, designated as confidential by a constituent, or subject to non-disclosure under state or federal law or court order; criminal justice records; or work product prepared for an elected official.

Record Series - A group of records filed or maintained together because they have a common format, relate to a similar subject, result from a particular activity of the office, or have some other relationship arising from their creation, receipt, or use.

Record System - A combination of related record series in manual, micrographic, and/or electronic media designed to collect, process, maintain, transmit, or disseminate information concerning functions or activities of county agencies.

Records - All books, papers, maps, photographs, cards, tapes, recordings, digitally stored data, electronic mail messages, or other documentary materials, regardless of physical form or characteristics, made or received by a Jefferson County Agency for use in the exercise of functions required or authorized by law or administrative rule or involving the receipt or expenditure of public funds.

Records Custodian - The officer or employee of a Jefferson County agency who by state statute, regulation, or administrative policy is responsible for the maintenance, care, and keeping of county records, regardless of whether such records are in his/her personal custody and control.

Records Management Liaison - A person designated by a county agency as an Archives and Records Management Department contact person for a specific administrative unit within the agency.

Records Officer - The person appointed by the director of each county agency to act as the agency's representative in all issues of records management policy, responsibility, and policy compliance.

Records Retention Schedule - A document listing and describing record series in a county agency and indicating the length of time each series must be retained (the "Retention Period"). Records Retention Schedules must be approved by the Colorado State Archivist and Attorney General.

Retention Period - The minimum length of time that a record series must be retained to meet legal, fiscal, administrative, and historical requirements. Retention periods are stated on approved Records Retention Schedules.

Semi-active Records - Records that are accessed infrequently (less than once per month per file drawer, microfilm reel, magnetic tape reel, or comparable storage unit) by the county agency that created them, and whose retention period has not yet expired.

Short-term Record - A record for which the retention period on a records retention schedule is less than 10 years.

Source Document - The paper document from which a micrographic or electronic record is produced.

Text Documents - Narrative or tabular documents, such as letters, memoranda, and reports, having loosely prescribed form and format.

Vital Records - Records that are essential to continue or reestablish county operations during and after an emergency or disaster, and records needed to protect the legal and financial rights of Jefferson County government and persons affected by government activities.

Work Product - All intra- or inter-agency advisory or deliberative materials assembled for the benefit of elected officials, which materials express an opinion or are deliberative in nature and are communicated for the purpose of assisting such elected officials in reaching a decision within the scope of their authority. 

Last Modified:Mar 28, 2009 10:18 PM