About Records

A record is a document, electronic file, book, paper, photograph, sound recording, or other material regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official state government business.

State Records are a record of a department, office, commission, board, spending unit, or other agency, however designated, of the state government; A record of the State legislature; A record of any court of record, whether of statewide or local jurisdiction; and any record designated or treated as a state record under state law.

A local record is a record of a county, city, town, authority, or any public corporation or political entity whether organized and existing under charter or under general law unless the record is designated or treated as a state record under state law.

The following are Categories of Records to be Preserved:

Category A: Records containing information necessary to the operation of government in the emergency created by a disaster.

Category B: Records not within Category A, but containing information necessary to protect the rights and interest of persons or to establish and affirm the powers and duties of governments in the resumption of operations after a disaster.

Category C: Records with historical value justifying permanent retention.

Essential State Records are records that are essential to the operation and continuation of state and local governments and to the preservation of records that contain historical content to preserve the history of the state and local governments.

Preservation Duplicates is a copy of an essential state records which is used for the purpose of preserving such state record.

Confidential Records are when a state record is required by law to be treated in a confidential manner and is an essential state record, the agency shall protect its confidential nature.