305.10 Agency head responsibilities.
1. Each agency head shall do all of the following:
a. Make and maintain records containing adequate and proper documentation of the agency organization, functions, policies, decisions, procedures, and essential transactions designed to furnish information to protect the legal and financial rights of the state and of persons directly affected by the agency’s activities.
b. Designate one or more agency officials with broad understanding of agency programs and records to be an agency records officer to coordinate records programs within the agency and to be the point of contact with the state archives and records program.
c. Cooperate with the state records commission and the state archives and records program in the development and implementation of government information policies, standards, and guidelines, and in the development and implementation of records series retention and disposition schedules.
d. Comply with requests from the state records commission or the state archives and records program to examine records in the possession, constructive possession, or control of the agency in order to carry out the purposes of this chapter.
e. Inventory agency records in accordance with state records commission policies to draft records series retention and disposition schedules.
f. Identify vital operating records in accordance with the policies, standards, and guidelines of the state records commission.
g. Provide for the identification, protection, and preservation of vital operating records in the custody of the agency.
h. Prepare all mandated reports, newsletters, and publications for electronic distribution in accordance with government information policies, standards, and guidelines. A reference copy of all mandated reports, newsletters, and publications shall be located at an electronic repository for public access.
i. Provide for maximum economy and efficiency in the day-to-day recordkeeping activities of the agency.
j. Provide for compliance with this chapter and the rules adopted by the state records commission.
2. Agency heads may petition the state records commission to create or modify government information policies, standards, and guidelines, and to create or modify records series retention and disposition schedules.
2003 Acts, ch 92, §13; 2003 Acts, ch 145, §286; 2008 Acts, ch 1184, §35
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