Records and Information Management (RIM) Definitions for Vermont Public Agencies

Appraisal: The identification, classification, and analysis of all public records, regardless of physical form or characteristics, to determine their value and ultimate disposition, based upon theirs legal, administrative, or informational value. (3 V.S.A. § 117)

Archives or Archival Records: Public records that have continuing legal, administrative, or informational value. (3 V.S.A. § 117)

Electronic Record: A record created, generated, sent, communicated, received, or stored by electronic means. (9 V.S.A. § 271(8))

Information: Data, text, images, sounds, codes, computer programs, software, databases, or the like. (9 V.S.A. § 271(9))

Public Agency or Agency: Any agency, board, department, commission, committee, branch, instrumentality, or authority of the State or any agency, board, committee, department, branch, instrumentality, commission, or authority of any political subdivision of the State. (1 V.S.A. § 317)

Public Record: Any written or recorded information, regardless of physical form or characteristics, which is produced or acquired in the course of agency business. (1 V.S.A. § 317)

Records Officer: A staff member designated by a State agency or department head as records officer for his or her respective agency or department (1 V.S.A. §318(h); 3 V.S.A. § 218)  

Record Schedule: Policy issued by the Vermont State Archives and Records Administration and approved by the State Archivist governing the life cycle management, retention, and disposition of public records. (3 V.S.A. § 117)

Records and Information Management: The efficient and systematic control of the creation, receipt, maintenance, use, and disposition of public records, including the processes for capturing and maintaining evidence of, and information about, public agency business activities and transactions in the form of public records. (3 V.S.A. § 117)

State Archivist: Director of the Vermont State Archives and Records Administration who shall have the title of “State Archivist,” who shall be qualified by education and professional experience to perform the duties of the office position, and who shall simultaneously serve as Chief Records Officer. (3 V.S.A. § 117)

State Records Center: Low-cost, secure repository for analog State public records that is managed and operated in a manner that supports compliance with generally accepted record-keeping principles, industry standards, best practices, the Public Records Act, and 3 V.S.A. § 117 and, where applicable, 3 V.S.A. § 218. (3 V.S.A. § 117)