N.J. Admin. Code § 15:3-1.5 - Responsibilities of public agencies; records programs

(a) Public agencies shall have the following responsibilities for assisting the records programs of the State under the Division of Archives and Records Management:

1. Provide advice to the Division concerning the public records in their care and custody;

2. Inform the Division of technical, legal, or procedural innovations or solutions to problems that have been adopted by the agency and that contribute to effective and efficient records management; cooperate with the Division in surveys of historical and other public records for the purpose of planning and Statewide needs assessments;

3. Appoint, maintain and quarter within their respective administrative offices at least one Records Officer or Records Liaison to serve as a records management officer, and such support staff as may be necessary to carry out the provisions of this title, and the division shall provide training assistance and coordination for such records officers, liaison, and support staff as part of the State and local archives and records management program; and

4. Submit to the Division annually, or when requested, reports on any changes in the appointment of Records Officers or Records Liaisons, public officials or officers of the agency, records retention requirements, or status of public records and records systems.

(b) Public agencies shall have the following responsibilities for assisting the records programs of the State under the State Records Committee:

1. Provide advice to the Committee concerning the public records in their care and custody and advise the Committee on proposed rules for records access, copying, or other archives and records management issues;

2. Petition the committee for approval of records retention schedules, changes in previously approved retention schedules, and records destruction requests;

3. Petition the committee for certification of image processing systems pursuant to the provisions of N.J.A.C. 15:3-5, Certification of Image Processing Systems, and provide an annual report of any changes or additions to certified imaging systems pursuant to the provisions in 15:3-4.7(e) and 5.6;

4. Provide information and justification for such petitions as shall be requested by the committee; and

5. Cooperate with the committee in the establishment and maintenance of a program for the selection and registration of confidential public records.

(c) Public agencies shall have the responsibility for assisting the records programs of the State under the State Historical Records Advisory Board by cooperating with the Board in surveys of historical and other public records for the purpose of planning and Statewide needs assessments.

Notes

N.J. Admin. Code § 15:3-1.5

Amended by 49 N.J.R. 770(c), effective 4/17/2017