La. Admin. Code tit. 4 § XVII-305

Current through Register Vol. 50, No. 8, August 20, 2024

Section XVII-305 - Writing the Retention Schedule

A. Each agency shall submit a draft retention schedule to the state archives for review and approval. In developing the draft, each agency will:

1. conduct adequate research to determine the length of time each record series needs to be maintained based on their administrative, legal, fiscal, and any historical/informational value. Legal citations should be included if statutes or rules exist, on either the state or federal level, the retention of certain records series;

2. develop specific retention and disposition instructions for each records series, including transference of inactive records to an appropriate records storage facility, the maintenance of long-term or permanent records within the agency, and/or transfer of custody of permanent records to the state archives control;

3. develop a draft retention schedule, using form number SS ARC 932, providing a brief description of the records series, suggested retention periods for each records series, recommended disposition instructions for non-permanent records, a notation for any records series that contains confidential information at the time of its creation in the remarks section and any citations used to formulate the retention value, if applicable. In the event that a subset of records are "declared" confidential due to pending investigation or similar event, a list of the records series involved should be transmitted to the state archives within 30 days of the declaration.

La. Admin. Code tit. 4, § XVII-305

Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:952 (June 2003).

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.