W. Va. Code R. § 148-12-2

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 148-12-2 - Definitions

2.1. "Administrator" means Secretary of the Department of Administration, as designated by statute as State Records Administrator.

2.2. "Agency head" means the chief executive officer of the agency.

2.3. "Agency Records Manager" means an employee appointed by the agency head to manage the agency's records inventory and to act as liaison with the Administrator.

2.4. "Record" means any document, paper, spreadsheet, correspondence, electronic file, photograph, sound recording or other material, regardless of format, made or received pursuant to law or in connection with the transaction of official state business.

2.5. "Records Center" means the facility for storage of records that are required to be retained long-term._

2.6. "Records Retention Authorization" means the request by the agency for approval of the agency's proposed Retention and Disposal Schedule.

2.7. "Record Series" means a group of identical or related records which are normally used and filed as a unit, and which permit evaluation as a unit for retention scheduling purposes.

2.8. "Retention and Disposal Schedule" means a schedule of approved retention periods for the records of an agency in the format prescribed by the Administrator.

2.9. "Retention Period" means a period of time during which records must be held before they may be legally disposed. The retention period is usually stated in terms of months or years, but sometimes is contingent upon the occurrence of an event; e.g., employee termination and contract expiration. The retention period includes the life span of each record from creation to final disposition.

W. Va. Code R. § 148-12-2