As used in this subchapter the following definitions apply:

 

(1) "Access" means viewing or using records.

(2) "Agency" has the same meaning as defined in 2-18-101(1), MCA.

(3) "Confidential records" means records which, by law, are not public records.

(4) "Document" means an object upon which information is written, transcribed, or recorded.

(5) "Employee personnel record" means information relating to an employee's employment with the state of Montana that is appropriate for preservation as an official record of employment policies, practices, and decisions. An employee personnel record may be a paper document or it may be information maintained in an information system such as the Statewide Accounting Budgeting and Human Resource System (SABHRS). Other programs including, but not limited to, Montana Public Employee Retirement Administration (MPERA), workers' compensation, or unemployment insurance, develop records relating to an employee which are not an employee personnel record as defined in this policy.

(6) "Statewide Accounting Budgeting and Human Resource System (SABHRS)" means the automated system established by the state of Montana to maintain some types of personnel records for state employees.

(7) "Records" means a body of recorded information. This information may be manually or electronically recorded and maintained.