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J?t=e€\."SSe~gillg (d i g i ,(.j~H--6· ~jcrom-mi*'eser·t'-a~E*11-tw4ua migralion (digital <br />fl'tagfl . * <br />Database Management System <br />(DBMS) A software system used to access and retrieve data stored in a database (e.g. <br />SQL Server, Oracle, Microsoft Access and other similar programs). <br />Electronic Information System <br />A system in which computerized records (electronic records) are collected, organized, <br />and categorized to facilitate their preservation, retrieval, use, access, and disposition. <br />Electronic Records <br />Any information in a format that only a machine can process, including but not limited to <br />video or audio cassette tape, punch card, email, voic mai l mes ag " text m s au ' and <br />word processing files . The electronic record includes its metadata. <br />Essential Records <br />Public records that local government agencies must have in order to maintain or resume <br />business continuity following a disaster. While the retention requirements for essential <br />records may range from very short-term to archival, these records are necessary for an <br />agency to resume its core functions following a disaster. * See R W 40. I 0 .0 10 . <br />Local Records Committee <br />(LRC) The committee established by RCW 40 . J 4,07.0 to review and approve disposition <br />of local government records. * <br />Metadata <br />Information describing the contents and context of data files; often referred to as "data <br />about data". This includes but is not limited to date of creation, access information, <br />database schema, author/sender, and electronic routing information. <br />Permanent Records <br />See Archival (Appraisal Required) and Archival (Penn anent Retention) above. <br />Preservation <br />The filing, storing, or any other method of systematically maintaining and keeping <br />secure, a record in its entirety, including metadata. This term covers materials not only <br />filed or otherwise systematically maintained but also those temporarily removed from <br />existing filing systems. <br />Primary Record Holder <br />The employee who creates the record, or is first to receive the record created by a non- <br />employee. <br />Public Records <br />RCW 40.14.010 -Definition and classification of public records. <br />" ... The term "public records" shall include any paper, correspondence, completed form, <br />bound record book, photograph, film, sound recording, map drawing, machine-readable <br />material, compact disc meeting current industry ISO specifications, or other document, <br />regardless of physical form or characteristics, and including such copies thereof, that <br />have been made by or received by any agency ofthe state of Washington in connection <br />with the transaction of public business ... "* <br />R{;',l/'12 .§-G.O 10'(3 ) "'pub lio reao rd " ino(..H-€le s an y\vri tiR IX co ntainin g illfo l'l ~ <br />relaling to Ehe co ndu el ~nl: or the perlE)fIn anee of~"fflmental-et: