Oregon Administrative Rules
Chapter 291 - DEPARTMENT OF CORRECTIONS
Division 70 - RECORDS MANAGEMENT (INMATE AND OFFENDER)
Section 291-070-0110 - Definitions

(1) Archives: The state repository for public records having a legal or historical value but for which immediate access is not required. The location where the official files of Department of Correctional felony inmates and offenders are permanently maintained.

(2) Department of Corrections Facility: Any institution, facility, or staff office, including the grounds, operated by the Department of Corrections.

(3) Functional Unit: Any organizational component within the Department of Corrections responsible for the delivery of services or coordination of programs.

(4) Functional Unit Manager: Any person within the Department of Corrections who reports to the Director, Deputy Director, an Assistant Director, or administrator and has responsibility for the delivery of program services or coordination of program operations.

(5) Inmate: Any person under the supervision of the Department of Corrections who is not on parole, post-prison supervision, or probation status.

(6) Offender: Any person under the supervision of the Department of Corrections who is on parole, probation, or post-prison supervision status.

(7) Offender Information and Sentence Computation (OISC): The centralized functional unit which maintains working files after an inmate is released from a Department of Correctional facility.

(8) Record: Includes, but is not limited to, a document, book, paper, photograph, file, sound recording or machine readable electronic record, regardless of physical form or characteristics, made, received, filed or recorded in pursuance of law or in connection with the transaction of public business, whether or not confidential or restricted in use. (ORS 192.005)

(9) Records Officer: Refers to the person designated by a state agency or political subdivision in accordance with ORS 192.105(2)(a). The OISC Administrator is the Department of Corrections Records Officer and has the duty to archive and seal offender records in compliance with these rules.

(10) Retention Schedule: Either a General Schedule published by the State Archivist in the Oregon Administrative Rules in which certain common public records are described or listed by title and a retention period is established for each, or a Special Schedule approved by the state Archivist for the public records of a specific agency.

(11) Sealing Inmate or Offender Records: The physical sealing of offender file material by order of the court accomplished by OISC.

(12) Working File: Those documents maintained in a Department of Corrections facility, Community Corrections office, or functional unit for administrative, operational or case management purposes.