(1)
Record policy. The department of management is committed to
ensuring that the workings of the department are open to public inspection. To
that end, a public record in the custody of the department will be maintained
and archived through a standard record retention policy, with public access to
be given in full compliance with applicable provisions of law.
The record retention program will provide economy and
efficiency in the creation, organization, administrative use, maintenance,
security, availability, and disposition of public records to ensure that a
needless record will not be created or retained, and a valuable record will be
preserved, as provided under Iowa law. The department will preserve the
integrity of public records, and reply to all open records requests in a
timely, responsive, and efficient manner in full compliance with applicable
provisions of law.
(2)
Record retention requirements. Every record made or received
under the authority of, or coming into the custody, control, or possession of,
department of management personnel, in connection with the transaction of
official business of state government, and that has sufficient legal, fiscal,
administrative, or historical value will be retained in accordance with Iowa
law. The director of the department of management will designate a records
retention officer to oversee the department's record retention program and to
serve as the primary point of contact with the state archives.
The department will follow the records retention protocol that
is established by the Iowa records retention commission. The department of
management records retention officer will select retention mechanisms that are
designed to implement the commission protocol and arrange for training for the
department's personnel on each selected mechanism.
(3)
Confidential records.
Confidential records may be withheld, and confidential information within an
otherwise open record may be redacted, prior to a record's release for public
examination and copying. If a confidential record is withheld from examination
and copying, or confidential information within an otherwise open record is
redacted, the department of management will identify the document(s) and cite
the applicable provision of law that supports the decision to withhold the
confidential information from public examination.
Notes
Iowa Code r. 541-8.2
ARC 7498C, IAB
1/10/24, effective 2/14/24
Adopted by
IAB
January 10, 2024/Volume XLVI, Number 14, effective
2/14/2024
