§411. §411. Record management obligation of agency heads

            The secretary shall establish standards for the retention of records of continuing value and monitor state and local agencies in the application of such standards to all records in their custody. To facilitate this application:

            (1) The head of each agency shall establish and maintain a program for the economical and efficient management of the records of the agency, including the maintenance, access, use, security, and preservation of the records.

            (2) The head of each agency shall annually designate a records officer to act as a liaison between the division and the agency on all matters relating to records management.

            (3) The head of each agency shall submit to the state archivist retention schedules proposing the length of time each record series shall be kept for administrative, legal, or fiscal purposes after it has been created or received by the agency.

            (4) The head of each agency shall submit disposal requests to the state archivist listing records in the custody of the agency which are no longer required for the transaction of current business and which lack sufficient administrative, legal, or fiscal value to warrant further retention. The state archivist, at his discretion, may require the records to be kept for a longer period than specified in the approved retention schedule or by law.

            (5) Upon termination of employment with the state, unless otherwise directed by law, each agency head, prior to transfer of his records to a successor, shall notify the state archivist to arrange for an appraisal to determine which record or records series should be retained in the agency office and which should be transferred to the custody of the division for permanent retention.

            (6) The records of any state agency, upon termination of its existence or functions, shall automatically be transferred into the custody of the division, unless otherwise directed by law.

            Acts 1956, No. 337, §11; Acts 1985, No. 238, §1, eff. July 6, 1985; Acts 2021, No. 213, §1, eff. June 11, 2021; Acts 2024, No. 508, §1.