As used in this part:

1. (1) “Automated system” means a computer configuration that, with all necessary hardware and software, performs or can be used to perform necessary business applications;
2. (2) “Copy” means a reproduction of any record, including a reproduction of a previous reproduction;

3. (3) “Data element” means, in electronic record keeping, a logical record component constituting one (1) separate item of information, such as:

   1. (A) Name;
   2. (B) Address; or
   3. (C) Age;

4. (4) “Disposition” means any manner or method of changing the custody, location, or physical state of records, including:

   1. (A) Transfer;
   2. (B) Microfilming;
   3. (C) Duplication; and
   4. (D) Destruction;

5. (5) “Format” means the arrangement of information for:

   1. (A) Use;
   2. (B) Viewing; or
   3. (C) Storage;

6. (6)

   1. (A) “Freedom of Information Act of 1967” means the Arkansas state act that outlines the rights of the public to access public records.
   2. (B) Reference. Arkansas Code § 25-19-101 et seq.;
7. (7) “General Record Schedule” provides a minimum period of time that a specific type of record must be preserved;

8. (8)

   1. (A) “Governing body”.

   2. (B)

      1. (i) The Freedom of Information Act of 1967, Arkansas Code § 25-19-101 et seq., applies to the "governing bodies" of "all boards, bureaus, commissions, or organizations of the State of Arkansas".
      2. (ii) Arkansas Code § 25-19-106(a).

   3. (C)

      1. (i) A group that has ultimate decision-making or policy-making authority is a governing body.
      2. (ii) Arkansas Attorney General Opinion Nos. 1991-288, 1996-074, 1998-169, and 1999-407;

9. (9) “Media” or “medium” means physical material on which records information may reside, including, but not limited to:

   1. (A) Paper;
   2. (B) Microfilm;
   3. (C) Microform;
   4. (D) Computer disks and diskettes;
   5. (E) Optical disks; and
   6. (F) Magnetic tapes;

10. (10)

    1. (A) “Official version” means the record kept by the organization responsible for the authoritative copy.
    2. (B) Note. A copy made of the original record may become the official version;
11. (11) “Permanent record” means a record that has sufficient historical or other value to warrant its continued preservation by the state or federal government beyond the time it is needed for administrative, legal, or fiscal purposes;
12. (12) “Record” means information or data captured in any form and media; and
13. (13) “Strategic plan” means management document containing the long-term objectives of an organization and a specific action plan for attaining these objectives.