Public Records Key Terms

Navigate public records with ease by learning key terms

Public records keep track of many different aspects of an individual's or business' existence. While all the information is kept organized in one area, it can be potentially complicated to sift through such information and make the most of it. There are many terms and concepts related to public records and public records searches, but by understanding some of the most popular and prevalent terminology, searches of public records may become faster, more convenient and more effective. Time and resources in utilizing the information found in public records will also be easier if you understand all about them.

 

Official copy

An official copy is a public record status document that has been created or received by an employee or officer of the state while conducting official state business. Official copies are also often referred to as the primary copy or the matter-of-record copy. It is important that official copies follow records management requirements and may be disposed of or expunged only with the approval of the State Records Committee.
Try: In the FAQs section of public records at JeffCityMO.org, you can read about what to do if you need an official copy of public records.

Record schedule

A record schedule pertains to the instructions for what entities, governments and individuals are to do with public records that are no longer of need to the current government conducting business. A records schedule is also referred to as a records retention or a disposition schedule. The schedule offers a minimum period of time for preserving a specific record.
Try: KY.gov offers its record schedule and policies with respect to the storage of its files and records.

Rolling-disposal request

A rolling-disposal request is a form utilized to provide an agency with the annual revolving approval with respect to the disposal of a specific series of records as stated by the State Record Committee. Such requests are only to be utilized when there are secondary or duplicated record series.
Try: ExpertGlossary.com provides a detailed and full explanation of a rolling-disposal request form.

Judgment

Judgments can be found in public records and public record searches. The judgment part of a public record contains information that the individual and the creditor were in a dispute and that the creditor had won the lawsuit against the individual been awarded something in court, referred to as a judgment. Public record judgments may also indicate whether or not the debt is paid off.
Try: AskMeHelpDesk.com offers information on how to potentially remove a judgment from one's public record.

Lien

A lien is a security interest that has been granted with respect to an item of property. Liens are used in order to secure payments of loans, debts or other types of financial obligations.
Try: Government tax liens are described at MikesTaxLienTips.com.

Absconder records

If an individual runs away in order to avoid arrest or avoid prosecution, this information is documented in his or her public records. In the public record, this information is referred to as the absconder record of the individual.
Try: Characteristics of mental health patients with absconder records can be found at RCPsych.org. An article featuring information about absconders with criminal records is located at UAEinteract.com. At ICE.gov, the removal of alien absconders from the United States is discussed.

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