The following words and terms, when used in this chapter, shall have the following meanings, unless the context clearly indicates otherwise:
ACTIVE RECORDS
Files and documents that are physically stored in the Government Records Department work area or in a readily accessible electronic location. These records are accessed frequently.
ARCHIVE RECORDS
Permanently valuable records of the Tribe. Such records are transferred from the work area to an archive, located on or off site from the Government Records Department. Archive records may also be in digital format or converted to a digital format and archived via electronic storage.
BAND
The Nottawaseppi Huron Band of the Potawatomi is interchangeable with "NHBP," "Band," or "Tribe," and all references are to the tribal government.
CLOSED MEETING RECORD
All records from closed meetings of the Tribal Council, including any call of meeting (if applicable), notice of meeting (if applicable), agenda for the meeting, set of approved minutes for the closed meeting, a set of executed resolutions or other documents approved (if any) at the closed meeting, and materials submitted for review or action with respect to each item on the closed meeting agenda. Boards and committees may also have closed meeting records under this definition. Closed meeting records are considered confidential and may not be released without the majority approval of Tribal Council or majority approval of the applicable board or committee.
CONFIDENTIAL RECORD
A. 
Records protected from disclosure by tribal or federal law including common law privileges and confidentiality.
B. 
Records designated as confidential by the Tribal Council.
C. 
Records designated as confidential or "sealed" by the NHBP Tribal Court.
D. 
Closed meeting records of Tribal Council or a Council-appointed board or committee.
E. 
Records required to be confidential or sealed pursuant to applicable state law.
F. 
Enrollment records in accordance with the Enrollment Code.
G. 
Records designated as confidential through departmental policy.
H. 
Records designated as confidential, or those portions that are redacted from records, by a committee or board's bylaws or majority vote.
DEPARTMENT HEAD
As used in this chapter, all references to a department head are to an individual department, agency or entity's chief officer, director, manager or a board or committee's chairperson. A department head is the person who reports to Tribal Council or the Chief Executive Officer for a government department, agency or entity.
ENROLLMENT RECORD
A. 
Any item or information about or collected from individuals, including, but not limited to, birth certificates, genealogy reports, or other documents that contain the individual's name, or identifying particulars assigned to the individual, such as photographs, when such information is collected for the purpose of determining the eligibility for enrollment in the Band of an individual or members of an individual's family.
B. 
The term "enrollment record" also includes compilations of documents, data or information derived from any of the above documents, which are prepared by or maintained by the Enrollment Office.
C. 
All issues pertaining to enrollment records are controlled by the Enrollment Code.[1] Where the Enrollment Code is silent this code may be referenced for guidance.
ESSENTIAL RECORD
Any record of the Tribe necessary to the resumption or continuation of operations of the Tribe in an emergency or disaster, to the recreation of the legal and financial status of the Tribe, or to the protection and fulfillment of obligations to tribal members and community members who receive Tribal services.
GOVERNMENT BODY
Includes the Tribal Council, any government department or agency created by Tribal Council to fulfill the Council's government functions. This also includes boards and committees authorized to advise Tribal Council or fulfill government responsibilities.
GOVERNMENT RECORDS DEPARTMENT
The department established in § 1.2-6 of this chapter.
GOVERNMENT RECORDS MANAGEMENT CENTER
An establishment, office or facility maintained and operated by the Government Records Department for the storage, servicing, security, and processing of official records which need to be preserved or destroyed after varying periods of time in accordance with applicable record retention policies and procedures.
GOVERNMENT RECORDS MANAGEMENT PLAN
The Government Records Department's policies and procedures for the preservation, maintenance and disposition of official records that are stored by the Government Records Department.
GOVERNMENT RECORDS MANAGER
A person who manages the Government Records Department.
INACTIVE PERIOD
A specified period for inactive files to be retained in the work area before sending to the archive record retention area. The retention and control schedule is applied once a record is declared archive or inactive.
INACTIVE RECORD
Records that are not being worked on or added to through the ordinary course of business for the Tribe, the Government Records Office, or pursuant to an inactive records clause in another department's records retention policy and procedures.
NHBP, TRIBE or BAND
The Nottawaseppi Huron Band of the Potawatomi is interchangeable with "NHBP," "Band" or "Tribe," and all references are to the tribal government.
OFFICIAL ACTION
The process of doing something, conduct or behavior, relating to or involving an office or position of authority within the tribal government.
OFFICIAL RECORD
Any grant, contract, resolution, law, or other official document that concerns or controls the governmental operations of the Tribe. The following are not official records subject to this code:
A. 
Personnel records regarding employees of the Tribe, its agencies and entities, including individual employee medical records held by the Human Resources Department.
B. 
Individual patient, client, or employee records in the care of the Tribe's Health and Human Services Department.
C. 
Court records from cases before the courts of the Tribe. Access to these records is controlled by the Chief Judge of the Tribal Court.
D. 
Records described in Chapter 7.5-14 of the Children's Code.
E. 
Gaming Commission records protected by the Nottawaseppi Huron Band of the Potawatomi Gaming Regulatory Act from disclosure or deemed confidential by the Gaming Commission.
F. 
Tribal Police records involving juveniles, minors or individual victims.
PERMANENT RECORD
Any official record for which the retention period on a records control schedule is designated as permanent.
PUBLIC RECORD
An official record for which public access is authorized in accordance with the provisions of this code.
READILY ACCESSIBLE
Records and documents which may be accessed without difficulty or delay; easily or quickly. Generally this refers to documents and records stored at the Pine Creek Government Center or on servers and accessible by electronic means from the Pine Creek Government Center.
RECORDS CONTROL SCHEDULE
A document prepared by or under the authority of the Government Records Department Manager listing the records maintained by the Tribe, their retention periods, and other records disposition or destruction information that the Records Management Plan may require. Individual government departments or agencies should develop their own records control schedules specific to the requirements of those individual departments and may refer to the Government Records Department's records control schedule until the department develops its own.
RECORDS MANAGEMENT
The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of paper, electronic and other records storage systems.
RECORDS REQUESTER
The person who signs the Government Records Department records request form requesting official records from the Records Department Manager or another department, agency or entity of the Tribe.
RESPONSIBLE OFFICIAL
The person in each department, agency or entity of the tribal government who is responsible for coordinating with the Government Records Manager in the establishment and maintenance of a records control schedule and responding to requests for official records. The responsible official will generally be a department's chief officer, director or manager or a board or committee's chairperson.
RETENTION PERIOD
The minimum period of time that must pass after the creation, recording, or receipt of an official record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
REVIEWING OFFICER
The person who reviews a department, agency, board or committee's grant or denial of access to official records.
SECRETARY OF TRIBAL COUNCIL
The Tribal Council Officer referred to in Article IV, Section 3, of the Constitution and having authority and responsibilities set forth in the Tribal Council bylaws, as the same may be amended from time to time.
TRIBAL COUNCIL MEETING RECORDS
All records from any special or regular meeting of the Tribal Council, including any call of meeting (if applicable), notice of meeting (if applicable), approved agenda for the meeting, set of approved minutes for the meeting, a set of executed resolutions or other documents approved (if any) at the meeting, and materials submitted for review or action with respect to each item on the meeting agenda.
TRIBAL COUNCIL MEMBER
A member of the Nottawaseppi Huron Band of the Potawatomi who is duly elected or appointed to a seat on the Tribal Council and has sworn to an oath of office in accordance with the Tribal Constitution.
TRIBAL FACILITIES
All facilities that house NHBP tribal government offices, departments, entities and employees of any kind whatsoever, whether or not the facilities are located on fee or trust land, and this includes the Gaming Commission's offices.
TRIBAL GOVERNMENT CHIEF EXECUTIVE OFFICER (CEO)
The person appointed by the Tribal Council to administer the government operations and carry out the laws and policies adopted by the Tribal Council.
TRIBAL MEMBER
An enrolled member of the Nottawaseppi Huron Band of the Potawatomi.
TRIBE
The Nottawaseppi Huron Band of the Potawatomi is interchangeable with "NHBP," "Band" or "Tribe," and all references are to the tribal government.
VITAL RECORDS
Records of life events kept under governmental authority, including birth certificates, marriage licenses, and death certificates, and may include records of civil unions or domestic partnerships.
VITAL TRIBAL RECORDS
Any objects or materials having historical or commemorative value to the Tribe and preserved permanently: papers, letters, books, maps, photographs, sound or video recordings, electronic media and other tribal records, objects or materials. Such records are hereby declared to be the records of the Tribe and shall be created, maintained, and disposed of in accordance with the provisions of this code and any regulations or policies adopted hereunder.
WORK AREA
The area in and around the Government Records Offices so that documents located there are readily accessible in a hard copy or electronic format.
[1]
Editor's Note: See Ch. 2.1, Enrollment.