La. Admin. Code tit. 4 § XVII-711

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

Section XVII-711 - Archives Transmittal Form Required

A. Prior to the delivery to the state archives, the submitting agency must provide completed archives transmittal forms, which will serve as an inventory, sufficiently detailed, to enable archives staff to retrieve records as they are needed.

1. On each transmittal form, the agency shall include:

a. name and address of agency;

b. the records officer name and official title within the agency;

c. contact information (phone and e-mail address) for the records officer;

d. any restrictions that exist for the records included on the particular form;

e. the total number of boxes/items to be transferred;

f. signature of transmitting records officer and date signed by officer;

g. page number and total number of pages of transmittal (i.e., Page 1 of 5).

2. For each box or item, agency shall include on the transmittal:

a. title of records series as it appears on the agency's approved retention schedule;

b. more that one box may be listed on an archival transmittal form.

3. Submission and the acceptance of an archives transmittal form from an agency or donor by the state archives constitutes an Act of Donation to the state archives by the agency or donor, and transfers all rights and ownership of the records to the state archives.

4. The state archives will return a signed copy of the archival transmittal form signed by the receiving archivist after the transmittal has been processed.

La. Admin. Code tit. 4, § XVII-711

Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:955 (June 2003).

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