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A Publication Featuring The Information Services Technology of Maine State Government
|Volume VII, Issue 10||October 2004|
By Ginnie Ricker
Data Classification and Guidelines are policies that State agencies must develop, adopt and enforce. These policies will govern which information maintained on State of Maine computer systems, as well as in paper documents, should be disclosed to specified users, consistent with applicable State and Federal access, privacy and confidentiality statutes.
What does this really mean? Your business needs will help facilitate the classification of your information. This is how you determine what the information is, and how it can be provided, or should be protected. The State of Maines Information Policy indicates the following data classification levels:
Public Information Information accessible under Freedom of Information Law and is available to any person, notwithstanding individual status or interest.
|Restricted Information Information which is not public information,
but can be disclosed or used by an agency to perform their duties, as long as there are no
legal restrictions to disclose.
Confidential Information Information which is protected by law. Access to confidential information is prohibited unless by exception in the law.
Aspects to consider when developing these policies include the following.
|The Records Management Section of the Maine State
Archives provides assistance to State agencies in the effective management of their
records by consulting with State agency Records Officers to establish disposition
schedules. Disposition schedules define the number of years a given record series remains
in the agency, whether it is sent to the Records Center, for how long, and whether its
final disposition is destruction or retention in the Division of
Archives Services. Records Management also provides technical assistance to improve
procedures for maintaining, storing and servicing records. Agencies cannot purchase
storage or records conversion equipment without approval from this division.
For Policy or Local Records questions e-mail Nina Osier or contact her at 287-5799.
For Scheduling Records contact Barry Marshall by calling 287-5798.