RELATES TO: KRS Chapter 171
NECESSITY, FUNCTION, AND CONFORMITY: KRS 171.450 requires the
department to promulgate administrative regulations governing the procedures
for retention scheduling of public records, disposal of public records, and for
the transfer of public records to the State Archives or Records Centers. This
administrative regulation establishes uniformity and continuity with regard to
public records.
Section 1. Each
constitutional, statutory, and executive authority of state and local
government shall designate a member of the staff as records officer, whose duty
shall be to represent that unit of government in its relations with the
Archives and Records Management Division.
Section 2. Duties and responsibilities of
each records officer shall be as established in subsection (1) of this section.
(1) The records officer shall assist the
Archives and Records Management Division in inventorying, analyzing, and
scheduling disposition of records of the records officer's unit of government,
or in any manner approved by the agency head that could tend to establish an
efficient system of records management.
(2) The records officer shall keep a record
of the destruction of public records, noting the authorization for destruction
and the amount and date span of records destroyed.
Section 3. The records officer shall keep a
record of the transfer of public records to the State Archives and Records
Centers, including the records transferred, date of transfer, and location in
the State Archives and Records Centers.
Section
4.
(1) A state or local agency
shall not destroy any original records after the records are microfilmed,
digitized, duplicated, or reformatted without written approval of the
Department for Libraries and Archives, as established in the Destruction of
Public Records: A Procedural Guide.
(2) The records officer shall keep a record
of the destruction of public records, noting the authorization for destruction
and the amount of records destroyed. The records officer shall make an annual
report of this record to a designated superior and to the State
Archivist.
Section 5.
Incorporation by Reference.
(1) "Destruction
of Public Records: A Procedural Guide", November 2021, is incorporated by
reference.
(2) This material may be
inspected, copied, or obtained, subject to applicable copyright law, at the
Kentucky Department for Libraries and Archives, 300 Coffee Tree Road,
Frankfort, Kentucky 40601, Monday through Friday, 9 a.m. to 4 p.m.
