Hi Jeffrey:
Here is the up-to-date New York State information:
Definition of records from the NYS Regulations of the Commissioner of Education; Local Government Records Law
ARTICLE 57-A, ARTS & CULTURAL AFFAIRS LAW referring specifically to local governments. It is also the law that created the grants program, including, in 1995, the NYC Dept. of Records.
"Record" means any book, paper, map, photograph, or other information-recording device, regardless of physical form or characteristic, that is made, produced, executed, or received by any local government or officer thereof pursuant to law or in connection with the transaction of public business. Record as used herein shall not be deemed to include library materials, extra copies of documents created only for convenience of reference, and stocks of publications.
In addition, from: PART 185, 8NYCRR (REGULATIONS OF THE COMMISSIONER OF EDUCATION)
as effective January 3, 2008
Electronic records means those records stored on electronic media that can be read or processed only by means of a computer.
8 NYCRR: REGULATIONS OF THE COMMISSIONER OF EDUCATION PART 188, STATE GOVERNMENT ARCHIVES AND RECORDS MANAGEMENT
(effective February 5, 2009)
This regulation is specific to state agencies:
Records means all books, papers, maps, photographs, or other documentary materials, regardless of physical form or characteristics, made or received by any agency of the state or by the judiciary in pursuance of law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities, or because of the information contained therein, but shall not include the records of the Executive Chamber. Library or museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of blank forms shall not be deemed to constitute records.
I hope this is helpful. Please let me know if you have any further questions.
Brenda
Brenda Parnes
Regional Advisory Officer, Region 1
New York State Archives
55 Hanson Place, Suite 724
Brooklyn, NY 11217
718-923-4300
FAX - 718-923-4302
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>>> "Wilson, Jeffery" <[log in to unmask]> 2/17/2009 10:57 AM >>>
In response to: I know this is really back to basics. I am working with
a group to put a Records Retention Policy in place and would like to
start by defining exactly what a record is. Does anyone have a good,
comprehensive definition I could use?
"A record is any documentation or information created and stored at an
agency of business that is essential to the functions of that office,
regardless of the format or medium of the material."
Hope this helps.
Jeffrey Wilson, Grants Analyst
NYC Department of Records
31 Chambers Street, Room 105
New York, NY 10007
Telephone: 212-788-8571
Fax: 718-935-6459
Email: [log in to unmask]
Thank you,
John Bartholomew
John C. Bartholomew
Concurrent Technologies Corporation
Executive Director
Corporate Governance & Compliance
(412)992-5348
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