N.Y. Comp. Codes R. & Regs. tit. 14, § 604.12 – Glossary.

(a) Authorized representative. A person or entity seeking access to records pertaining to a data subject pursuant to a written request by, or the voluntary written consent of, that data subject.
(b) Certification (certify). A statement that the copy is a true copy as attested to, and documented by, the signature of the records access officer.
(c) Data subject. Any natural person about whom personal information has been collected by an agency.
(d) Personal information. Any data concerning a data subject which, because of name, number, symbol, mark or other identifier, can be used to identify that data subject.
(e) Records access officer. The records access officer or his or her designee shall be the person from whom records may be obtained as listed in section 604.3 of this Part.
(f) Records access appeals officer. The Counsel for the Office for People With Developmental Disabilities.
(g) Record. Any item, collection or grouping of personal information about a data subject which is maintained and is retrievable by use of the name or other identifier of the data subject. The term record shall not include personal information not used to make a determination about a data subject such as:
1. (1) a telephone book or directory;
2. (2) a card catalog, book or other resource material in any library;
3. (3) a compilation of information containing names and addresses used exclusively for mailing agency information;
4. (4) personal information required by law to be maintained, and required by law to be used, only for statistical research or reporting purposes;
5. (5) correspondence files; and
6. (6) information requested by OPWDD which is necessary to answer unsolicited requests by the data subject for information.
(h) System of records. Any group of records under the actual or constructive control of OPWDD pertaining to one or more data subjects from which personal information is retrievable by use of the name or other identifier of a data subject.