Glossary

DCA RIMS Term	Definition
Access Levels	All DCA RIMS users will be assigned one of the following access levels: None, Read Only, Update, Whole Update, and Supervisor.
None Access Level	None - RIMS registrants with no access specified for a component are not permitted to open the related DCA RIMS service at all, not even as read-only.
Read Only Access Level	Read Only - A RIMS user who is granted Read Only access to a security component in DCA RIMS will only be able to view but not edit data within the security component/document. For example, if a RIMS user is granted Read Only access to the Activity Tracking document, then the RIMS user will not be able to make any updates to individual tasks contained in the document. RIMS users with Read Only access to a document (for example, Activity Tracking) will not have the ability to check-out that document.
Update Access Level	Update: This is the next higher level of access above Read Only. The Update access level provides RIMS users the ability to make updates to fields/have access to objects (for example, buttons, etc.) within the document. Most documents and screens within DCA RIMS utilize up to the Update level of access and this access level provides the ability to update any data associated with the document or screen.
Whole Update Access Level	Whole Update: The Whole Update access level can be used to provide a more restrictive level of access than that provided by Update. For example, some fields on the Activity Tracking document are not enabled for Update RIMS users but can be updated by Whole Update RIMS users. This access level, unlike Read Only and Update is not configurable without specific design and code modifications.
Supervisor Access Level	Supervisor: Supervisor access level is the highest access level in DCA RIMS and provides access to all objects and fields within the document. This access level, unlike Read Only and Update is not configurable without specific design and code modifications.
Accounts Payable	Accounts Payable processes and tracks LHU registration or dedicated penalty fee disbursements to LEAs or registration, inspection, or other fees based on services rendered to SLCHIPs. Accounts Payable also tracks refunds to regulated entities for overpayment
Accounts Receivable	Accounts receivable represents money owed to BFCE or BCI for registrations, inspections, fees, permits, or penalties. Accounts receivable is executed by generating an invoice (bill) and forwarding it to the NJ business or property owner or to the operator of an event that requires a permit. The recipient of the invoice must pay it within an established time frame.
Act	(DCS term) Act shall mean the Hotel and Multiple Dwelling Law (P.L. 1967, C. 76 as amended, N.J.S.A. 55:13a-1 et seq.) (DFS term) Uniform Fire Safety Act (P.L.1983, c. 383, as amended, N.J.S.A. 52:27D-192 et seq.)
Activity	A specific work process in the back office RIMS Central File (used by internal DCA staff) – for example, processing a registration, producing a permit, conducting an inspection and recording results, or creating a compliance enforcement document. Activities are denoted, and often referred to, as "Gray Bars" in the Activities and Documents data window of the Central File.
Activity Tracking	Activity Tracking, located in RIMS Central File, provides the ability to track tasks, due dates, staff assignments, and task completion for various kinds of work activities. The Activity Tracking module consists of four screens, each providing a different view of the same task-tracking data: Activity View, To-Do-List, Program Interest Summary, Task Summary.
Activity View	Lists the tasks (workflow and submittals) associated with a particular activity, such as tasks related to processing a Registration or Inspection.
Add Row	In RIMS, some information is collected and displayed in one or several “rows” of fields that are completed by the user. The user clicks the “Add Row” button if an additional row is needed. Note: some rows do not display ALL the fields. Scroll to the right side of the screen to access the remaining fields.
Administrative Hearing	Formal settlement conference with an arbitrator or judge when a settlement cannot be reached between the parties
Administrative Office of the Courts (AOC)	State agency responsible for recording and releasing of Docketed Judgments
Alternate Service	An alternative method used to obtain a Proof of Service from an owner. The Inspector posts a Gain Entry Notice issued by the Secretary of State to the door of the property. If the owner does not respond to the notice within 30 days, the Inspector fills out an affidavit stating that the notice was posted and forwards it to Compliance.
AOC	Administrative Office of the Courts (AOC)
Appeal	Owner's legal right to contest any notice, order, or decision of the Commissioner
Authenticated User	A users who is registered in RIMS and MyNewJersey. Registered users have log ins and passwords to access RIMS, plus Personal Identification Numbers (PINs) that they use to electronically "sign" RIMS submittals. Authenticated (Registered) users can monitor their activities in RIMS - looking up business, property, contact, and payment information.
BFCE (Bureau of Fire Code Enforcement) user	A DCA staff member who works for the Division of Fire Safety Bureau of Fire Code Enforcement Unit and has access to RIMS. BFCE staff members may work on one or more BFCE state teams as a staff member, an inspector, a town-level supervisor, or as a regional supervisor or manager who oversees BFCE state and local teams.
BFCE-LEA user	A person who works on behalf of a BFCE Local Enforcement Agency, but is not a direct employee of DCA. BFCE-LEA staff members may work on one or more BFCE-LEA teams as a staff member, an inspector, a town-level supervisor, or as a regional supervisor who oversees BFCE-LEA teams.
BHI (Bureau of Housing Inspection) user	A DCA staff member who works for the Division of Codes and Standards, Bureau of Housing Inspection Unit and has access to RIMS. BHI staff members may work on one or more BHI state teams as a staff member, an inspector, a town-level supervisor, or as a regional supervisor or manager who oversees BHI state and local teams.
BHI-LEA user	A person who works on behalf of a BHI Local Enforcement Agency, but is not a direct employee of DCA. BHI-LEA staff members may work on one or more BHI-LEA teams as a staff member, an inspector, a town-level supervisor, or as a regional supervisor who oversees BHI-LEA teams.
Building Use	(DCS term) General classification of intended use of the building, for example, college dorm, apartment, motel, bed and breakfast.
Bureau of Housing Inspection (BHI)	(DCS term) The bureau within the Division of Codes and Standards that is responsible for housing inspections
Bureau of Fire Code Enforcement (BFCE)	(DFS term) The bureau within the Division of Fire Safety that is responsible for registering and inspecting businesses for adherence to the fire code.
Business Owner	(DFS term) See Owner (DFS)
Central File	The RIMS Central File is used by DCA internal staff. It is a transactional workflow-based system used to perform specific activities at Program Interests (businesses or properties), such as process registrations, issue permits, assign and track inspections, monitor compliance, generate invoices/bills, etc.
Certificate of Fire Code Status	(DFS term) A certificate indicating the status of Fire Safety violations and fees
Certificate of Inspection	The document that is issued to owners whose properties or businesses are found to be in compliance with the regulations during routine periodic inspections.
Certificate of Occupancy (CO)	A document issued by a local building or zoning authority to the owner of premises attesting that the premises have been built and maintained according to the provisions of building or zoning ordinances, such as those that govern the number of fire exits or the safety of electrical wiring. Some municipalities require that a landlord file a certificate of occupancy for apartments to be leased. This requirement is designed to prevent a building's deterioration to such an extent that it could expose its tenants to risks to their health and lives. Each time an apartment is vacated, an inspector from an appropriate government agency—such as the housing authority—inspects the apartment to make sure that it meets minimum standards of habitability. If the apartment does not, the inspector may issue a warning to the landlord to correct the violation within a certain period of time or the landlord will be prevented from leasing the apartment.
Certificate of Registration	The certificate issued to owners that have been properly registered with BHI or BFCE.
Certification	Certification is an act of accepting legal accountability for the accuracy of information submitted. A Registered DCA RIMS user enters a Personal Identification Number (PIN) to electronically certify a submission, eliminating the need to sign and submit paper documents. A Non-Registered DCA RIMS user enters his or her full name to certify that the information submitted is accurate.
Check-out	Process of taking a file out to work with it (like you would in a regular file cabinet or computer folder). Checking out means that you block other users from editing the document or service while you are working with it.
Closed (Bankruptcy) Status	Status assigned when an invoice cannot be paid because the owner has filed for a bankruptcy
Closed (Deceased) Status	Status assigned when an invoice cannot be paid because the responsible person at the property/business is deceased.
Closed (Marked for Deletion) Status	Status assigned to an invoice when the property or business will be deleted (end dated) from the system.
Closed (Marked for NFA) Status	Status assigned when an invoice has been closed and marked for No Further Action.
Closed (Negotiation terms not met) Status	Status automatically assigned when an owner defaults on an Installment Plan.
Closed (Paid in Full) Status	Status assigned when an invoice is either paid in full or has an overpayment.
Closed (Paid through Collections) Status	Status assigned when an invoice is paid through the collections process.
Commissioner	The Commissioner of the Department of Community Affairs.
Compensatory Penalty	(DFS term) Charge assessed to the owner for the cost of suppression of any fire directly or indirectly resulting from an unabated violation. 100% of the fhe funds are rebated to the municipal fund of the Local Enforcement Agency that incurred the suppression cost.
Contact	A contact is a person who is associated with a business or property that is regulated by DCA through RIMS. A contact, depending on his/her role, may be responsible for ensuring that the facility is at all times compliant with pertinent regulations enforced by a regulatory entity. A different type of contact might be responsible for paying invoices to DCA. Multiple contacts can exist for an organization, and each contact can have a different type and responsibility. A contact may be an individual or an organization - like a management company.
County	A geographic subdivision of the State of New Jersey in which a property/business is located. New Jersey is comprised of 21 counties.
CRAS	Cash Receipt Accounting System – State of New Jersey system under the Department of the Treasury, Division of Revenue
CSDCMAC	(DFS term) Certificate of Smoke Detector and Carbon Monoxide Alarm Compliance applies to 1 and 2 family dwellings and must be obtained prior to transfer of ownership or rental to a new tenant.
Customers	Individuals and businesses that do business with the Department of Community Affairs.
Constituent Community	Individuals and businesses that do business with the Department of Community Affairs.
Data Reconciliation	Data reconciliation is the process of verifying the accuracy of data being loaded into the RIMS Master File. All data must be reconciled before it is entered into the database. Each record must be verified and modifications must be made, as necessary. Duplicate business or property records are not permitted. Program data must be matched against existing records to prevent duplicates.
DCA	Department of Community Affairs
DCA Staff user	A DCA staff member who is registered in RIMS and has a user name and password. This includes both field and office staff.
DCS	Division of Codes and Standards, which includes the Bureau of Housing Inspections (BHI).
Dedicated Penalty	(DFS term) Additional one time only penalty charged equal to 100% of the initial penalty for specific violations that remain unabated. 100% of the Dedicated Penalty charge is rebated to a special fund maintained by the municipality or fire district where the building, structure or premises that received the violation is located.
Department	The New Jersey Department of Community Affairs
Desktop	RIMS Master File and Central File Windows-based Desktops. Each desktop includes menus, a toolbar, predefined keyboard shortcuts, and a status bar. RIMS "back office" users work with items such as screens, documents, and reports through this interface, placing items on an electronic “desktop.” The Desktop offers standard Windows functionality, such as options for managing files (for example, Open, Save, etc.), editing (for example, Cut, Copy, Paste, etc.), manipulating data (for example, Sort, Filter), manipulating windows (for example, Minimize, Cascade, etc.), and accessing helpful guidance (for example, Help Contents, About, etc.). In addition, the Desktop contains special functionality, such as options for accessing the system’s Master File, running pre-defined reports, tracking activity work-flows, managing security, and communicating internally with other system users (for example, via “Ticklers” and “Sticky Notes”).
DFS	Division of Fire Safety, which includes the Bureau of Fire Code Enforcement
Dishonored Payment	Payment returned by the bank of financial institution on which it was drawn due to Insufficient funds, closed account, no signature, or incorrect payee.
Division	An agency of DCA. Examples: Division of Codes and Standards, Division of Fire Safety, etc.
DLN	See Document Locator Number (DLN)
Docketed Judgment	See Judgment
Document	A “Document” is a set of data that the RIMS user views or updates in the RIMS application. Under this definition, each new instance of a data entry or display screen is an individual “Document” that can be viewed in the same format over and over again. In addition to screens, the system’s documents comprise the more familiar word processing files and other file types. Most documents are associated with a particular Activity – the Department work activity under which they were created and under which they are “filed” in the database. Documents associated with a particular Activity are displayed under the Activity's gray bar in the Activities and Documents data window.
Document Locator Number (DLN)	A unique identifier number that makes it easier to locate a document. Division of Revenue (DOR) imprints a DLN on each check when processing so that it can be tracked and retrieved, if necessary.
DOR	Division of Revenue – part of the Department of the Treasury that includes Remittance Processing and Collections.
DOR-RDI	Division of Revenue Delinquent Invoice group. Agency that contracts the outside collection agency to attempt collection of outstanding fees.
DOR-RPG	Division of Revenue Remittance Processing Group. Agency that processes all checks submitted for BHI and BFCE fees.
Enforcing Agency	(DFS term) a municipal or county department or agency of a fire district which has been authorized by municipal ordinance to enforce the NJ Uniform Fire Code.
Event	Any activity being performed by DCS/DFS staff in their official capacity. Examples of events are: an inspection, a complaint, a registration, a judgment, a request for documents, etc.
Exception	(DCS term) See Variance
Exemption	(DCS term) Certain building classifications under BHI's jurisdiction may be exempt from registration and/or periodic inspections (for example, public housing authorities/retirement communities.)
Facility	A business or property.
Facility User	A public, non-staff DCA RIMS user who registers in DCA RIMS, typically on behalf of a business or property that is regulated by NJ DCA Fire Safety or Codes and Standards.
Facility System Administrator (FSA)	A Facility System Administrator has the authority to make submissions on behalf of a facility (business or property). The FSA can be assigned at a facility by DCA upon receipt and verification of a request for FSA authorization. Once the FSA authorization has been granted, the FSA can approve or reject requests for authorized access by individual DCA RIMS users in his/her organization. The FSA manages the access for all other DCA RIMS users at a facility (business or property). There may be zero, one, or many FSA’s at a facility. If no FSA exists at a facility, other access levels will be automatically granted to the requesting DCA RIMS user.
Fee	A charge set by statute or regulation for application of services. Does not include any change associated with enforcement action.
Fee Penalty	Charge assessed for failure to pay fees within set timeframes.
Fire District	(DFS term) An autonomous Board of Officers responsible for all fire activities within a municipality.
Fire Suppression Official	(DFS term) Local Fire Official responsible for responding to reported fire incidents.
Flagged	A status that will generate a task in the work queue of the appropriate RIMS user.
Form of Ownership	A form of ownership is the manner in which an undertaking or enterprise is managed and controlled. Forms of ownership include— Sole Proprietorships Partnerships C Corporations S Corporations Limited Liability Companies (LLCs)
FSA user	See Facility Security Administrator user
Full Plenary Hearing	Full trial held in front of a judge with witness testimony when settlement is not reached at an administrative hearing.
General RIMS user	A DCA RIMS user who works on behalf of a business or property and is capable of performing data entry and viewing general information regarding the organization. A general user may not certify online submittals on behalf of the business or property.
Historic Name
Imminent Hazard	A situation that could immediately result in unreasonable adverse effects on humans or the environment.
Individual with Direct Knowledge	An Individual with Direct Knowledge has the ability to apply electronic signatures (Certifications) to DCA RIMS submittals. DCA RIMS users who have the ability to submit electronic signatures have usually agreed to signed terms and conditions indicating that their electronic signatures are legally binding.
Inspection	A site visit to a property or business by an Inspector to examine for code violations.
Inspection Manager	● Manages all inspection teams within his/her own bureau ● Is not associated with a specific inspection team ● Creates new teams and adds or deletes members of existing teams *within his/her specific bureau*. ● Assigns or re-assigns tasks to any member of any inspection team within his/her own bureau. ● Only receives re-assignment requests from Regional Supervisors. (Town Supervisors will pass requests through Regional Supervisors, and Inspectors will pass requests through Town level Supervisors.)
Inspection Regional Supervisor	● Optional supervisor level. Bureaus may or may not have a supervisor at this level. ● One regional supervisor can supervise multiple inspection teams at the town level simultaneously. ● An inspection team can only have only one Regional Supervisor. ● Oversees work queues for Supervisors, Inspectors and Support Staff Members within the team(s) under his/her supervision ● Can re-assign tasks within or across inspection teams that are under his/her management ● Cannot create inspection teams or make changes to the membership of existing inspection teams ● State or County, SLCHIP, and LEA inspection teams may have a Regional Supervisor.
Inspection Result/Report	Results of a completed inspection that is recorded and/or issued to an owner.
Inspection Supervisor	Supervises a specific team's inspection activities.
Inspection Team	Group of inspectors assigned to a region of the state of NJ.
Inspection Team Staff Member	● An inspection team may have zero or more support staff members. ● Cannot create teams or make change to the membership of existing teams ● Does not have access to any team management functionality ● Can only pass any re-assignment requests through his/her supervisor. ● State or County, SLCHIP, and LEA inspection teams may have zero or more support staff.
Inspection Work Assigned	Inspection work due and assigned to a specific inspector but not yet completed.
Inspection Work Due	Inspection work due but not yet assigned or completed.
Inspector	Certified or licensed employee responsible for conducting and recording inspection work assigned by supervisor ● An inspection team may have zero or more inspectors. ● Cannot create teams or make changes to the membership of existing teams ● Does not have access to team management functionality ● Can only request any re-assignment through his/her immediate team supervisor ● Could simultaneously hold different roles within different teams ● State or County, SLCHIP, and LEA inspection teams may have zero or more inspectors.
Inspector RIMS user	Inspectors always work on behalf of a team but may work for multiple teams at one time. All teams will have zero, one, or many inspectors.
Installment Plan	Payment Plan
Interest	Calculation from the date a judgment is filed accrues daily and is not compounded. The rate is set annually by Superior Court pursuant to R 4:42-11
Judgment	Docketed Judgment A certificate filed with the AOC by the Regulatory & Legislative Affairs unit certifying that specific overdue amounts have not been paid. A court act creating or affirming an obligation, such as a debt. A writ in witness of such an act. (May also be referred to as Docketed Judgment.)
Jurisdiction	Authority granted to a recognized legal body to administer enforcement of the Code within a defined area of responsibility.
LEA	Local Enforcement Agency (LEA)
LEA - Local Enforcement Agency	(DFS) A municipality, county, fire district or fire department, that has responsibility for conducting inspections and enforcing building maintenance laws, ordinances, codes and rules. (DCS) A permanent municipal, county or inter-local agency maintained for the purpose of conducting inspections and enforcing building maintenance laws, ordinances, codes and rules, that is supervised by, and has all hotel and multiple dwelling inspections performed by, persons licensed under N.J.A.C. 5:10-1 et seq. Local Enforcement Agency.
LEA Rebate	(DFS term) Quarterly refund of paid to date Life Hazard Use fees to LEA for enforcing the NJ Uniform Fire Code.
LEA/SLCHIP RIMS user	A person who works on behalf of the DCA to perform inspections, but is not a direct employee of DCA.
LHU	Life Hazard Use (LHU)
LHU Verification	A task assigned to a Town Level Supervisor to perform a site visit to confirm that the Life Hazard Use(s) are accurate and represent the business activity.
Lien	A charge upon real or personal property for the satisfaction of some debt or duty ordinarily arising by operation of law.
Life Hazard Use - (LHU)	(DFS term) A building or structure that may constitute a potential risk to human life, public welfare, or firefighters, and which must be registered with the NJ Division of Fire Safety.
Life Safety (LS)	(DCS term) Violations are classified as ‘life safety’ or 'non-life safety'. Owners are assessed a higher penalty for ‘life safety’ violations than ‘non-life-safety’.
Local Enforcement Agency (LEA)	Local Enforcement Agencies (LEAs) include municipal, county, fire district or fire department organizations that have responsibility for conducting inspections and enforcing building maintenance laws, ordinances, codes and rules on behalf of DCA regulatory agencies. LEAs have the full authority to enforce laws and regulations and are regulated by the corresponding state authority overseeing those laws and regulations.
Manager RIMS user	Oversees teams at a bureau level. Managers are not a part of any specific team and must be DCA staff members.
Master File	The Master File is an information system which consists of a central shared database containing descriptive data about Sites and Organizations and People. It is designed to be a device to store and track data across Programs throughout the Department. The central shared database containing the Department’s master copy of descriptive data about Sites, People and the key Organizations and individuals related to these Sites (for example, property owners, responsible entities, and contacts) and Program Interests are stored in the Master File. This set of tables in the DCA RIMS database contains the sole editable (“master”) version of certain basic descriptive data about each Site, Program Interest and Organization, such as the Department-wide identification number, name, street address, and geo-location coordinates.
MOU	Memorandum of Understanding. An agreement between departments as to how services will be used.
Municipality	A geographic subdivision within counties of the State of New Jersey comprised of 566 municipalities in which a property/business is located.
My NJ Portal	A New Jersey website that allows individuals to access State of New Jersey services. After users are authorized, they can use services to interact with various NJ Agencies and perform necessary tasks. MyNJ is maintained by OIT
My Workspace	Registered RIMS users perform functions by using Service Selection or My Services In-Progress. Service Selection is the standard method for accessing department-specific services. It displays all services available to the RIMS user. RIMS users select the displayed services on the Configure Services screen. My Services In-Progress displays all applications the RIMS user has started but not completed by clicking on the service ID link. This component allows the RIMS user to view read-only data for the applications listed (if applicable), re-enter and finish incomplete applications, and view a history of the in-progress applications listed.
NFA	No Further Action
NJ Business Portal	A New Jersey website http://www.nj.gov/njbusiness/ maintained by OIT offering practical information and tools to serve the needs of the business community.
NJ Uniform Fire Code	(DFS term) List of Fire Safety rules and regulation used to enforce the NJ Uniform Fire Code.
NJCFS	New Jersey Comprehensive Financial System
NLS	Non-Life Safety (NLS)
No Further Action	Closed status is assigned when an invoice has been closed and marked for no further action.
Non Life Safety (NLS)	(DCS term) Violations are classified as ‘life safety’ or 'non-life safety'. Owners are assessed a higher penalty for ‘life safety’ violations than ‘non-life-safety’.
Non-Compliant LEA	(DFS term) LEA that fails to comply with enforcement of NJ Uniform Fire Code.
Non-Life Hazard Use	(DFS term) A building or structure that does not constitute a potential risk to human life, public welfare, or firefighters, but must be registered to track inspections with the NJ Division of Fire Safety and is currently not charged a fee
Non-Life Safety (NLS)	(DCS term) Violations are classified as ‘life safety’ or 'non-life safety'. Owners are assessed a higher penalty for ‘life safety’ violations than ‘non-life-safety’.
Non-Registered Services	RSP services that are available to a RIMS user without logging-in, for example, Pay an Invoice, DCS Registration, etc.
OAL	Office of Administrative Law. Administrative Hearings are handled by this office.
Obstruction Penalty	Type of violation penalty for anyone who hinders or interferes with provisions of DCA's codes.
Office of Information Technology (OIT)	The state level organization responsible for overseeing and managing the state’s technology and infrastructure. http://www.state.nj.us/it/
OMB	Office of Management and Budget - a Division of the Department of Treasury that provides strategic direction and financing alternatives to guide the prudent allocation of limited resources within the policy framework set by the Governor and to accurately implement and reflect the results of those decisions and subsequent financial transactions in the State Budget, in the State Accounting System, and in the State's Comprehensive Annual Financial Report.
Open (Available) Status	Status when an invoice first gets created
Open (Dishonored Payment) Status	Status assigned when the Dishonored Payment (bounced check) )wizard is executed in RIMS on an invoice.
Open (Doubtful) Status	Status assigned when the collections process has resulted in no payments, however, the unpaid invoice doesn’t qualify to be written off by the NJ Office of Management and Budget (OMB). This status can be assigned by executing the Mark Invoice as Doubtful wizard.
Open (Included in a negotiated installment plan) Status	Status assigned to an invoice when a negotiation results in a reduction on the outstanding invoice amount and an installment plan has been created on the negotiated amount.
Open (Included in an Installment plan) Status	Status assigned when an invoice is included in an installment plan (without negotiation).
Open (Included in Judgment) Status	Status assigned when an invoice is included in a Docketed Judgment. Many invoices are often bundled in to one judgment.
Open (Included) Status	Status when one or more assessments are included in an invoice.
Open (Pending Payment) Status	Status assigned when an invoice has been mailed and is updated to the point that payment is expected.
Open (Printed) Status	Status assigned when RIMS receives a confirmation that the invoice has been printed.
Open (Ready for Print) Status	Status when an invoice is finalized and is ready to be sent to the printing facility.
Open (Sent for Printing) Status	Status when the print file of an invoice is sent to the printing facility.
Open (Service Failed) Status	Status assigned when RIMS is notified that service on the certified mail failed due to one of many reasons such as address does not exist, address is vacant, mail issued to the wrong person, etc.
Open (Service Received) Status	Status assigned when RIMS receives a confirmation that Service was successful upon certified mailing of the invoice.
Open (Suspended) Status	Status assigned when an unpaid invoice is in a Suspended state.
Open (Transferred to Collections) Status	Status assigned when an invoice is sent to collections via a file transfer (upon executing the wizard or otherwise).
Organization	An Organization is company; utility; association; federal, state, or local agency; or any other entity that is regulated by DCA Division of Codes and Standards or Division of Fire Safety. The organization can be property owners for a business or property, responsible entities (such as primary billing party), or people not associated with the organization. Organizations are linked to businesses and properties through relationship types paired with effective start and end dates for the relationship period.
Organization Type
Owner	(DCS) "Owner" means the person or organization that owns, purports to own, or exercises control of any hotel or multiple dwelling (could also be the Owner Representative). (DFS) "Owner" means the person or organization that owns, purports to own, manages, rents, leases or exercises control over a business, building, structure, or premises (could also be the Owner Representative).
Owner Representative	A person or entity authorized by the owner to conduct business on behalf of the owner.
Party	Distinct entity having legal rights and obligations. An entity can be people or organization that have been assigned roles that identify their association(s) with DCA.
Payment Plan	Terms for satisfying outstanding invoices specifying amounts and due dates. If the terms are not met, the total amount is due immediately and penalties may be assessed.
People	People in RIMS are individuals related to an Organization or Program Interest (business or property) who, depending on their roles, are responsible for performing tasks for the organization or facility. People can be related to several Organizations or Program Interests (businesses or properties), and each Organization or Program Interest (business or property) can have multiple People related to it.
Periodic Inspection	Routine, periodic inspections of properties to examine for code violations – called Cycle in DCS and Initial/Quarterly/Semi-Annual/Annual in DFS).
Periodic Inspection Certificate	Certificate of Inspection
Permit, Annual	A permit that is valid for up to one year for a process that is integral to the business use, but not in and of itself classified as a Life Hazard Use.
Permit, Temporary	A permit that is valid for a very specific time frame, usually less than one month and for a very specific activity.
Personal Identification Number (PIN)	Personal Identification Numbers (PINs) are used by Registered RIMS users to electronically "sign" RIMS submittals, certifying that the information they have entered is accurate.
PI	Program Interest
PIN	PIN stands for Personal Identification Numbers, which are used by Registered RIMS users to electronically "sign" RIMS submittals, certifying that the information they have entered is accurate.
Posting	Alternate Service
Preferred ID	Registration number
Premises	(DFS term) Land and buildings together considered as a place of business.
Program Interest	A Program Interest (PI) is a generic term used in DCA RIMS to refer to a facility, building, business, or property that is regulated by BFCE or BHI.
Program Interest Summary	Lists all tasks for all activities for a single Program Interest.
Project	(DCS term) A group of buildings subject to the Act that: Are or are represented to be under common or substantially common ownership, Are on a single lot or contiguous lots, and Are named, designated or advertised as a common entity. Lots shall be considered to be contiguous even if they are separated by a public right of way) See N.J.S.A. 55:13A-3(o).
Proof of Service (POS)	A legal term that indicates that an owner has received a Notice, Rule, Decision or Order from DCA. A registered mail return receipt (green card) is the primary way that proof of service is obtained. The proof of service data is used to calculate the time required for an owner to respond to a request made by DCA, for example, pay the registration fee, inspection fee, penalties, etc. "Proof of Service" would be the returned signed registered mail receipt card.
Property	(DFS) A physical address of a business including all buildings within that address. (DCS) Same as Project
Property Owner	The person (or organization) that owns, purports to own, or exercises control of any real property. A property owner may be an individual or a business entity (corporation, LLC, etc.).
RDI	Revenue Delinquent Invoice system in the Division of Revenue
Regional Supervisor RIMS user	A Regional Supervisor oversees one or more local or state teams. A Regional Supervisors is not part of any specific team and may be a DCA staff member or an LEA/SLCHIP staff member.
Registered Services	RIMS Online services only available to registered RIMS users upon login, for example, DFS Registration, Record Inspection Results, Permit Application, etc.
Registration	(DFS) The process of obtaining detailed information about a business premises and its owner(s) assigning a DFS registration number, and recording the information with DFS. (DCS) The process of obtaining detailed information about a property and its owner(s), assigning a registration number, and recording the information with DCS.
Initial Registration	The first occurrence of a Registration which generates a new Registration number.
Registration Number	(DFS) 1st four digits = County/Municipal Code where the business is physically located; next 6 digits = Project - sequential number linked to the business address; next 4 digits = Building number - sequentially numbered; next 2 digits - Use number in a building, sequential numbers. (DCS) 1st four digits = County/Municipal Code where the property is located; next 6 digits = Project - sequential number linked to the property address; next 4 digits = Building number - sequentially numbered; next 4 digits - Unit number, sequential numbers.
Registration Transfer	Existing business or property Registration transferred to new ownership.
Registration Update	(DFS) Change Life Hazard Use(s) or Non-Life Hazard Use(s) without a change in ownership or change in Life Hazard Uses. (DCS) Physical Change (Number of Buildings, Details of a Building, etc.) to the property without a change in ownership.
Registry	Properties or LHU Operations under DCA jurisdiction.
Regulated Entity	A business or a property that is registered and/or inspected by a DCA Agency such as the Division of Fire Safety or the Division of Codes and Standards. Any entity (organization, building, business, etc.) that is of interest or is regulated by a regulating agency. Examples: Buildings, strip malls, businesses, certain individuals, etc.
Regulated Entity RIMS User	Member of a business or property’s administration who owns or represents the owner(s) and will use DCA RIMS to register property with the BHI or business(es) with the BFCE. Regulated entity RIMS users can submit initial registrations for new or never registered properties or businesses, update registrations to report transfers of ownership or changes to property characteristics or LHUs, and amend registrations for other types of changes (for example, a change in contact information). Regulated entity RIMS users can also pay invoices for initial, renewal, and penalty fees using DCA RIMS.
Regulating Agency	A group or agency that is responsible for enforcing any kind of regulations. Examples: NJ DCA Division of Fire Safety, NJ DCA Division of Codes and Standards, New Jersey Department of Environmental Protection, etc.
Regulatory Services Portal	The Regulatory Services Portal (RSP) is a DCA eGovernment portal that allows regulated entities, departments and 3rd party agencies access to the RIMS system. Public and Staff users login to MyNJ for access to RIMS Online.
Re-Inspection	A follow-up site visit to a property/premise by an Inspector to determine if previously cited violations have been abated.
Remediation Plan	Terms of extension to rectify violations cited.
Rent Levy
Recurring Violation	(DFS term) Specified violations cited within a two-year period against the same LHU premise and responsible party
Requirements	Statutes and Rules governing the regulated entities - for example, UCC Codes, Corrective Actions, etc.
Requirements Library	A reference table in RIMS listing all the statues and rules that apply to inspections of properties or businesses.
Responsible Official	A Responsible Official has the ability to apply electronic signatures (Certifications) to RIMS Online submittals. RIMS users who have the ability to submit electronic signatures have usually agreed to terms and conditions indicating that their electronic signatures are legally binding.
Responsible Official RIMS user	A DCA RIMS Online user who works on behalf of a business or property and is capable of certifying online submittals on behalf of the organization.
Retrofit Violation	(DFS term) Violation cited with intention of bringing an existing structure, especially an older dwelling, up to a minimal level of fire safety.
RIMS	Registration Inspection Management System
RIMS Online	RIMS Online is an eGovernment system that allows regulated entities (such as business and property owners that are “regulated” by DCA), departments (such as DCA), and 3rd party agencies (such as SLCHIPs and LEAs) to access the DCA RIMS database system. Public and Staff users can use RIMS Online to submit, review, and process services related to their DCA Division of Fire Safety and Division of Codes and Standards regulatory requirements.
Role	Service Role
Row	In RIMS, some information is collected and displayed in one or several “rows” of fields that are completed by the user. Click the “Add Row” button if an additional row is needed. Note: some rows do not display ALL the fields. Scroll to the right to access the remaining fields.
RSP	Regulatory Services Portal
SAA	Submission Approval Area (SAA)
Service	A type of task that RIMS Online provides to users. Examples would be: , Registration Services, Request an Extension, Submit an Appeal Request, etc.
Service Role	The function that a person (contact) performs in an organization as it relates to a specific property or business, for example, Primary Property Owner, Billing Contact, Preparer/Applicant, Emergency Repair Expenditure Authorizer, In-County Agent, etc. These service roles are available in the DCA RIMS in Contacts screen.
Set-Off of Individual Liability (SOIL)	SOIL withholds personal NJ Gross Income Tax Refunds, Saver Rebates, and Homestead Rebates from taxpayers who have outstanding tax debts, debts to other state agencies and/or to the Federal Treasury. The Division of Revenue administers SOIL and issues a notice to the taxpayer and, after a 35-45 day waiting period that varies due to the regulations of each participating agency, if the liability still is due, the intercepted monies are turned over to the creditor agency.
SI	Subject Item
Site	A Site is a single, contiguous property with the same owners, which has a potential or observed impact on public health and/or the environment which necessitates regulation by the Department. A Site is the location of a building, activity, or enterprise that is regulated by, monitored by, or otherwise of interest to DCA. A Site is a geographic entity of interest to the Department for some reason, often because the activities occurring there are or may be subject to specific regulations. Sites typically are properties made up of one or more contiguous parcels of land that are under the same legal ownership. Some Sites are not properties but other geographic constructs such as a specific regulated area. In some cases, Sites (and Program Interests) may not be physical locations. Example: a carnival, an interstate highway, etc. It is necessary to create these types of entities as Sites and Program Interests because all regulatory activities (registration, inspections, permits, fees and penalties) are tied back to these primary entities in the system.
Site Master File	See Master File.
SLCHIP	State Local Cooperative Housing Program (SLCHIP)
SLCHIP RIMS user	A person who works on behalf of the State Local Cooperative Housing Inspection Program, but is not a direct employee of DCA. SLCHIP staff members may work on one or more SLCHIP teams as a staff member, an inspector, a town-level supervisor, or as a regional supervisor or manager who oversees SLCHIP teams.
SOIL	Set-Off of Individual Liability (SOIL) Program
Special Inspections	Any inspection work that falls outside the periodic inspections/re-inspection process. for example, Complaints, referrals, appeal, extension, exception or exemption investigations, jurisdiction verification, alternate service posting aka-SSV.
Special Site Visit (SSV)	See Special Inspections
Staff RIMS user	Staff members always work on behalf of a team but may work for multiple teams at one time. All teams will have zero, one or many staff members. Staff is typically responsible for data entry and other similar tasks.
Start Date	The initial registration date of a business or property.
State	State of New Jersey
State Commissioner	(DFS term) Commissioner of the state agency responsible for the LHU at a state owned or leased facility.
State Local Cooperative Housing Program (SLCHIP)	(DCS term) Program where local housing inspectors perform inspections instead of the State inspectors. BHI reimburse municipalities that perform inspections using their own inspectors.
State Offset Individual Liability (SOIL)	Individuals' state income tax refunds are collected to pay-off judgments filed against owners.
Subject Item	The property or a business is a “Program Interest,” and the Subject Item is a part of the business or property, such as LHUs, buildings, units, etc. A Subject Item is a portion, operation or other aspect of a Program Interest that is now, has been, or will be subject to one or more enforceable requirements defined in the Requirements Library database and/or in control documents (for example, registrations, certifications, permits). It is an "item" that DCA regulates that is located at the Program Interest. Some potential examples of Subject Item entities may include Life Hazard Uses, Buildings, Units, etc. Program Interests can have many Subject Items in their inventory.
Subject Item Inventory	The Subject Items are defined in the Subject Item Inventory. The Subject Item Inventory screen contains three distinct sections titled Subject Items (at the top), Groups (in the middle) and Program Interest (at the bottom). The Subject Item box is used to define individual Subject Items included in the Program Interest (for example, a building, LHU, etc.).
Submission Approval Area (SAA)	The “holding queue” for all submitted applications that must be approved by staff before the application can be migrated into RIMS. Submittals can be routed to the SAA or they can be migrated into RIMS without staff approval.
Supervisor RIMS user (Town Level Supervisor)	Oversees a single team. All teams must have a town level supervisor and no one town level supervisor may oversee more than one team. BFCE LEAs will require the ability for a user to be the town level supervisor over multiple towns. To accommodate this, the system will allow for a person to be assigned as the supervisor over multiple towns if DCA elects to setup the data in that manner.
Suppression Costs	(DFS term) Suppression is the act of putting out a fire. DFS may charge a business owner for the costs of putting out a fire (up to $150,000) if the fire occurred because of one or more previously cited violations that the owner allowed to remain unabated at the time of the fire.
Task Summary	Displays all incidences of a specified Task Type looking across all activities and all Program Interests.
Team	Team Types are based on business function: ● Jurisdiction ● Members ● Tasks – Assignments ● Attributes - Profile
To-Do-List	Displays tasks that have been assigned to a single staff member, looking across all activities, and all Program Interests. Managers have access to all users To Do lists.
Town Level Supervisor	● Each inspection team has only one Town Level Supervisor. ● Each town level team MUST have a Town Level Supervisor. ● Oversees work queues for Inspectors and Support Staff Members in State or County, SLCHIP, and LEA inspection teams *only* under his/her supervision. ● Can only re-assign tasks within the inspection team under his/her supervision ● Cannot re-assign tasks across teams. Must escalate any (re-)assignment requests to his/her team’s Regional Supervisor ● Could simultaneously hold different roles within different teams ● Cannot create teams or make changes to the membership of existing teams ● Each State or County, SLCHIP, and LEA inspection team will have a Town Level Supervisor.
Type: BFCE User	A public user who represents a business and who conducts transactions with BFCE
Type: BHI User	A public user who represents a property who conducts transactions with BHI
Variance	Variance (Exception) from the requirements of a regulation or standard adopted pursuant to the Act agreed upon in writing by both the owner and the bureau.
Violation	A condition in a premise that does not adhere to DCA codes.
Violation Penalty	Charge assessed for unabated inspection violations.
Warrant of Satisfaction	Release of a docketed judgment.

Contact the DCA RIMS Help Desk.