Meaning of Terms

As used in 960 CMR 2.00, unless the context otherwise requires, the following terms shall have the following meanings: Access means availability of a record to a data subject. Agency means the State Treasurer's Office, or any board, commission or other body therein. Data subject means anindividualwhose name or identity is added to or maintained in a personal data system. Disclose means to make available or release a record to anyone other than the data subject or employees of the holding agency. Holds means collects, maintains, or disseminates, whether manually, mechanically, or electronically. Indexed personal data system means a personal data system from whicha record maybe retrieved in the ordinary course by personal identifier. Personal data system means a collection ofrecordsasubstantialnumber of which contain personal data or, where a record may be retrieved in the ordinary course by personal identifier, any of which contain personal data. The term does not include any collection of records containing criminal offender record information as defined in M.G.L. c. 6, § 167. Personal identifier means any element of data which may be used to fix a person's identity either by itself or when combined with other data accessible to the holder of such data including, without limitation, name, address, social security number, date of birth, race or zip code. Public records, defined in M.G.L. c. 4, § 7, par. 26, means all books, papers, maps, photographs, recorded tapes, financial statements, statistical tabulations, or other documentary materials or data, regardless of physical form or characteristics, made or received by any official or employee or an agency, unless suchmaterials or data fallwithinthe exemptions set out in said section 7; and, pursuant to said exemptions, shallnot include materials or data specifically or by necessary implication exempted from disclosure by statute; or personnel and medical files or information, or materials or data relating to a specifically named individual, the disclosure of which may constitute and invasion of personal privacy.