Quote from the article. "UO" is the University of Oregon: "So although the
letter of the law requires UO and all other public agencies to keep records
of all correspondence pertaining to their work, state archivist Mary Beth
Herkert said, many do not save text messages. "It's my nightmare," Herkert
said. Widespread confusion about whether and how to save electronic
correspondence drove archivists to advocate a bill in the Oregon
Legislature. House Bill 2244, which has passed both chambers and needs only
the governor's signature to become law, would clarify the definition of a
public record and require public agencies to adopt written policies for
retaining such records."

http://www.oregonlive.com/ducks/index.ssf/2011/06/oregon_football_records_lack_t.html

I'm mainly passing this along to highlight the excellent new definition of
public records that Mary Beth is proposing in Oregon. Here is the old one,
which is fairly typical of state public records definitions:

"'Public record' includes, but is not limited to, a document, book, paper,
photograph, file, sound recording or machine readable electronic record,
regardless of physical form or characteristics, made, received, filed or
recorded in pursuance of law or in connection with the transaction of public
business, whether or not confidential or restricted in use."

Here is the new one being proposed:

'Public record' : (a) Means any information that: (A) Is prepared, owned,
used or retained by a state agency or political subdivision; (B) Relates to
an activity, transaction or function of a state agency or political
subdivision; and (C) Is necessary to satisfy the fiscal, legal,
administrative or historical policies, requirements or needs of the state
agency or political subdivision."

Much clearer and concise, not tied to media or format, and includes the
values used to develop retention policies (making a clear connection between
retention and the definition of public record). Mary Beth deserves a lot of
credit for moving this forward - excellent work!

-- 
Dwight Wallis, CRM
Multnomah County Records Management Program
1620 SE 190th Avenue
Portland, OR 97233
ph: (503)988-3741
fax: (503)988-3754
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