§ 5-15-5.1-1 — Definitions

Indiana § 5-15-5.1-1

• Jurisdiction: Indiana
• Title 5: STATE AND LOCAL ADMINISTRATION
• Art. 15: PRESERVATION OF PUBLIC RECORDS
• Ch. 5.1: Indiana Archives and Records Administration

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(a) The definitions in this section apply
throughout this chapter.
(b) "Administration" means the Indiana archives and records
administration created by this chapter.
(c) "Agency" means any state office, department, division, board,
bureau, commission, authority, or other separate unit of state
government established by the Constitution of the State of Indiana, by
law, or by executive or legislative order.
(d) "Critical records" means records necessary to:
(1) resume or continue governmental operations;
(2) reestablish the legal and financial responsibilities of
government in Indiana; or
(3) protect and fulfill governmental obligations to the citizens of
Indiana.
(e) "Form" means a document with blank spaces left for the entry of
additional information to be used in any transaction involving the state.
(f) "Forms management" means the program maintained by the
administration to provide continuity of forms across agencies by
providing standards for consistent form design, numbering, and access.
(g) "Imaging" means the process by which a record is converted
from physical form to a computer readable digital image file.
(h) "Indiana state archives" means the program maintained by the
administration for the preservation of government records that have
been determined by the administration to have sufficient permanent
values to warrant their continued preservation by the state.
(i) "Information management" means the program maintained by the
administration for the application of management techniques to the
purchase, creation, utilization, maintenance, retention, preservation,
and disposal of forms and records undertaken to improve efficiency and
reduce costs of recordkeeping, including management of filing,
microfilming, and imaging equipment and supplies, filing and
information retrieval systems, files, correspondence, reports and forms
management, historical documentation, micrographic retention
programming, electronic content management systems, and critical
records protection.
(j) "Local government" means a political subdivision (as defined in
IC 36-1-2-13).
(k) "Microfilm" means a photographic film containing an image
greatly reduced in size from the original.
(l) "Nonrecord materials" means:
(1) record duplicates, regardless of format; or
(2) externally created publications, advertising, and reference
material that are used by an agency or local government and that
do not document the agency's or local government's activities.
(m) "Personal records" means:
(1) all documentary materials of a private or nonpublic character
that do not relate to or have an effect upon the carrying out of the
constitutional, statutory, or other official or ceremonial duties of
a public official, including diaries, journals, or other personal
notes serving as the functional equivalent of a diary or journal that
are not prepared or used for, or circulated or communicated in the
course of, transacting government business; or
(2) materials relating to private political associations, and having
no relation to or effect upon the carrying out of constitutional,
statutory, or other official or ceremonial duties of a public official
and are not considered public records.
(n) "Public official" means:
(1) an individual holding an office created by the Constitution of
the State of Indiana, by act or resolution of the general assembly,
or by the governor;
(2) all officers of the executive and administrative branch of state
or local government; and
(3) all other officers, heads, presidents, or chairpersons of
agencies of state or local government.
(o) "Record" means all documentation of the informational,
communicative, or decision making processes of state and local
government, its agencies and subdivisions made or received by any
agency of state and local government or its employees in connection
with the transaction of public business or government functions, which
documentation is created, received, retained, maintained, or filed by
that agency or local government or its successors as evidence of its
activities or because of the informational value of the data in the
documentation, regardless of the format in which it is generated or the
media on which it is stored.
(p) "Records center" means a program maintained by the
administration primarily for the storage, processing, retrieving,
servicing, and security of government records that must be retained for
varying periods of time but should not be maintained in an agency's
office equipment or space.
(q) "Records coordinator" means a person designated by an agency
to coordinate the creation and revision of agency records retention
schedules, educate agency staff on records management processes, and
serve as a liaison between the agency and the administration.
(r) "Records series" means a category of documents or records
relating to a similar function or activity.
(s) "Retention schedule" means a set of instructions prescribing how
long, where, and in what form a record must be kept.
As added by Acts 1979, P.L.40, SEC.1. Amended by
P.L.1-1999, SEC.7; P.L.84-2012, SEC.16; P.L.134-2012, SEC.22;
P.L.171-2015, SEC.10; P.L.222-2023, SEC.2.