Administrative Code

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Virginia Administrative Code
Title 17. Libraries And Cultural Resources
Agency 15. Library of Virginia (Library Board)
Chapter 120. Regulations Governing the Destruction of Public Records Containing Social Security Numbers

17VAC15-120-10. Definitions.

The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:

"Backup tapes" means a copy of all or portions of software or data files on a system kept on storage media, such as tape or disk, or on a separate system so that the files can be restored if the original data is deleted or damaged and that are overwritten on a regular basis.

"Custodian" means the individual or organization having possession of and responsibility for the care and control of records.

"Electronic record" means records created , stored or accessed by electronic means, including but not limited to computer files and optically scanned files on tapes, disks, CD-ROMs or internal memory.

"Overwritten" means replacing previously stored data on a drive or disk with a predetermined pattern of meaningless information that renders the data unrecoverable.

"Pulped" means a technique of macerating paper documents by soaking them in water and grinding them into pulp.

"Retention period" means the required time period and disposition action indicated in a Library of Virginia-approved records retention and disposition schedule.

"Shredding" means destroying paper records by mechanical cutting. Cross-cut shredders cut in two directions, 90 degrees from the other.

Statutory Authority

§§ 42.1-8 and 42.1-82 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 25, Issue 6, eff. December 24, 2008.

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