CHAPTER 4 RECORDS MANAGEMENT / OPRA

Question 1

State Records Committee

Answer 1

Regulates retention and disposal of all local public records

Question 2

Who makes up the State Records Committee

Answer 2

State Treasurer
Attorney General
State Auditor
Director of Local Government Services
Chief of Archives

Question 3

What does DORES stand for

Answer 3

Division of Revenue and Enterprise Services

Question 4

What is the Division of Revenue and Enterprise Services

Answer 4

Schedules the records for retention
provides centralized storage of semi-active records, provides system consultations for image processing

Question 5

OPRA

Answer 5

Open Public Records Act

Question 6

N.J.S.A. 47:1A-1 et seq

Answer 6

OPRA

Question 7

Exemptions from OPRA

Answer 7

Trade secrets
attorney-client privilege
security procedures
surveillance techniques
information for advantage bidders
confidential with court order
drivers license #
Social security #
Credit card #

Question 8

How many business days to respond for OPRA

Answer 8

7 business days starts the day after received

Question 9

What is an immediate record for OPRA request

Answer 9

Budget
Bills
Vouchers
Contracts
Salary information

Question 10

What is the GRC

Answer 10

Government Records Council

Question 11

How much can be charged for paper response for an OPRA request

Answer 11

letter size $.05 legal size $.07

Question 12

What is the difference between DORES and ARTEMIS

Answer 12

DORES - Approves the destruction of records
ARTEMIS - the records management system of DORES

Question 13

What are the methods of destroying records

Answer 13

shred
controlled burn
erase
recycle
archive
deletion of electronic media

Question 14

Active Records

Answer 14

current files - stay in office

Question 15

Semi-Active Records

Answer 15

kept for administrative reasons - not referenced regularly

Question 16

Inactive Records

Answer 16

no longer referenced - stored in less accessible place

Question 17

Essential Records

Answer 17

vital records - critical to operation

Question 18

PUBLIC RECORD

Answer 18

any paper, book, document, drawing, map, plan, photo

Question 19

NON RECORD

Answer 19

extra copies of documents

Question 20

ARCHIVAL RECORDS

Answer 20

must keep permanently

Question 21

ARCHIVES

Answer 21

non current records of the municipality preserved

Question 22

DESTRUCTION AUTHORIZATION

Answer 22

the formal documentation that a record was destroyed

Question 23

EMAIL SYSTEMS

Answer 23

software system that transports messages

Question 24

EMAIL MESSAGES

Answer 24

electronic documents created and sent

Question 25

OFFICIAL RECORD

Answer 25

record or document the provides evidence of municipality's function, policies and procedures

Question 26

PERMANENT RECORD

Answer 26

historical, administrative value

Question 27

RECORDS DISPOSITION

Answer 27

destruction of records

Question 28

RECORDS GROUP

Answer 28

records that are related

Question 29

RECORDS INVENTORY

Answer 29

listing of record series or record group

Question 30

RECORDS LIFE STYLE

Answer 30

creation maintenance and use disposition

Question 31

RECORDS MANAGEMENT

Answer 31

management responsible for process of holding records

Question 32

RETENTION PERIOD

Answer 32

specified period of time records are kept

Question 33

RECORDS SYSTEM SCHEDULE

Answer 33

length of time

Question 34

RECORDS SERIES

Answer 34

group of related records

Question 35

State Records Committee (SRC)

Answer 35

regulates the retention and disposal of all state and local public records and promulgates related standards

Question 36

2 reasons records deemed non-disclosable to the public

Answer 36

PL 1963 Any other statute Resolution of either or both houses of legislature