DAS Policy No. 107-001-020 | Effective Date: 2/1/2019
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Custodian: A public body mandated, directly or indirectly, to create, maintain, care for or control a public
record. "Custodian" does not include a public body that has custody of a public record as an agent of another
public body that is the custodian, unless the public record is not otherwise available.
Instant Messaging: Real-time text communications between or among computers or mobile devices over the
internet or functionally similar communications networks.
Metadata: Data that provides information about other data. Metadata assists in resource discovery by allowing
resources to be found by relevant criteria, identifying resources, bringing similar resources together,
distinguishing dissimilar resources and giving location information.
Public Record: Has the meaning established in ORS 192.005. In general it refers to information that is
prepared, owned, used or retained by a state agency or political subdivision; relates to an activity, transaction
or function of a state agency or political subdivision; and is necessary to satisfy the fiscal, legal, administrative
or historical policies, requirements or needs of the state agency or political subdivision. Refer to the Secretary
of State’s guide for determination of a public record:
https://sos.oregon.gov/archives/Documents/recordsmgmt/rc/oregon-public-records-law-citations.pdf
.
Social Media: Web-based and mobile communication technologies that allow the creation and exchange of
user-generated content such as comments or responsive postings. Examples of social media include but are
not limited to Twitter, Flickr, blogging sites, Facebook, YouTube and Instagram.
Text Messaging: Messages exchanged between fixed-line phones or mobile phones and fixed or portable
devices over a network. Excluded from the definition of text messages are electronic mail (email)
communications, whether such messages are exchanged among or between official state government email
accounts or email accounts maintained by private entities.
Unified Communications: A service of IBM; the packaged services or user profiles available to agencies
(e.g., instant messaging, video conferencing, telephony, call management and call control across multiple
systems, etc.). Also known as IBM Unified Communications.
POLICY GUIDELINES
I. PUBLIC RECORDS MAINTENANCE
Agencies must adopt public records management policies and procedures to ensure public records are
maintained and managed in a manner that protects the integrity of each record, without regard to the
technology or medium used to create or communicate the record, from the time of creation of the
public record to the time of final disposition of the public record as determined by its authorized
records retention schedule.
Model Policy Language
Public records must be maintained and managed in a manner that protects the integrity of the
records within INSERT: Agency Name without regard to the technology or medium used to create
or communicate the record, from the time of creation of a public record to the time of final
disposition of the public record as determined by their authorized records retention schedule.
II. ROLES AND RESPONSIBILITIES
Agencies must develop a Records Management Program that includes the program’s organizational
structure, identified roles and associated responsibilities of agency employees necessary to properly
manage the agency’s public records.