Section 255-2-3 - DEFINITIONS The following definitions are established for terms used in these rules:
A. "Access Card" means authorization issued to agency employees after submission/approval of Application for Records Center Use Cards form to Records Management. This authorization is required for employees to retrieve agency records. Physical cards are no longer issued. Employees are required to use issued access card number when requesting boxes. Access card numbers are not transferable.B. "Agency" means any unit of State Government, including any state board or commission, the Legislature and its committees and subcommittees but not including the judicial branch, the University of Maine System, the Maine Community College System and the Maine Maritime Academy.C. "Cardholder" means any employee assigned an access card number from Records Management and given authorization to retrieve agency records. Cardholders may include Records Officers and Assistants.D. "Closed records" means the current business process of the originating agency has concluded. At this point records would either be destroyed or retention would begin to meet other obligations.E. "Disposition" means removal, (in accordance with approved records schedules) of records no longer necessary for the conduct of business by such agency, through removal methods which may include disposal of temporary records by destruction and the transfer to the archives of records determined to have sufficient value to warrant continued preservation. It is also the form required (Disposition Notification form) to be signed by agencies before records can be destroyed at the State Records Center.F. "Record" means all documentary material, regardless of media or characteristics, made or received and maintained by an agency in accordance with law or rule or in the transaction of its official business. This term shall not include extra copies of printed or processed material of which official or record copies have been retained, stocks of publications and processed documents intended for distribution or use, or records relating to personal matters that may have been kept in an office for convenience. Record includes records of historic and archival value to the State, regardless of the date of their generation, including all documents determined to have such value to the State by statute and, when appropriate, by the State Archivist.
G. "Stack areas" means those areas where agency records are physically stored in the Cultural Building and the Records Center Annex in the former Bureau of Alcoholic Beverages and Lottery Operations buildingH. "State Records Center" means facilities maintained by the State Archivist for the storage, security, servicing and other processing of agency records that must be preserved for varying periods of time, but need not be retained at the agency for daily business processes.I. "Temporary Records" means semi-current records of government agencies to which they retain legal title and control access and use, but that have been transferred to the physical custody of the State Records Center and retained for evidentiary, legal, financial, or historical purposes, as dictated by the retention schedule.J. "Transmittal" means transferring records to the State Records Center or Maine State Archives. It is also the form required (Transmittal of Records form) to be completed by agencies when they are requesting to send records to either facility.