§ 41-151.12 — Records; records management; powers and duties of director; fees; records services fund

Arizona § 41-151.12

• Jurisdiction: Arizona
• Title 41: Arizona Revised Statutes
• Ch. 1: EXECUTIVE OFFICERS
• Art. 2.: Arizona State Library, Archives and Public Records Established in the Office of the Secretary of State

Text

A. The director is responsible for preserving and managing records. In addition to other powers and duties, the director shall:

1. Establish standards, procedures and techniques for effective management of records.

2. Make continuing surveys of recordkeeping operations and recommend improvements in current record management practices, including the use of space, equipment and supplies employed in creating, maintaining, storing and servicing records.

3. Establish standards and procedures for preparing schedules that provide for retaining records of continuing value and for prompt and orderly disposal of records no longer possessing sufficient administrative, legal or fiscal value to warrant their further keeping.

4. Establish criteria for designating essential records within the following general categories:

(a) Records containing information necessary to the operations of government in an emergency created by a disaster.

(b) Records containing information necessary to protect the rights and interests of persons or to establish and affirm the powers and duties of governments in the resumption of operations after a disaster.

5. Reproduce or cause to be reproduced essential records and prescribe the place and manner of their safekeeping.

6. Obtain such reports and documentation from agencies as are required for administering this program.

7. Request transmittal of the originals of records produced or reproduced by agencies of this state or its political subdivisions pursuant to section 41-151.16 or certified negatives, films or electronic media of such originals, or both, if in the director's judgment such records may be of historical or other value.

8. On request, assist and advise in the establishment of records management programs in the legislative and judicial branches of this state and provide program services similar to those available to the executive branch of state government pursuant to this article.

9. Establish a fee schedule to systematically charge state agencies, political subdivisions of this state and other governmental units of this state for services described in this section and section 41-151.13 and deposit, pursuant to sections 35-146 and 35-147, monies received from fees in the records services fund established by subsection B of this section.

10. Subject to approval of the secretary of state, establish a fee schedule to charge state agencies, political subdivisions of this state and other governmental units of this state for services and expenses incurred by the state library in obtaining copies of those reports, documents and publications that are required to be delivered, supplied or provided pursuant to sections 35-103, 41-151.05 and 41-151.08 and deposit, pursuant to sections 35-146 and 35-147, these monies in the records services fund established by subsection B of this section.

B. The records services fund is established consisting of monies deposited pursuant to subsection A, paragraphs 9 and 10 of this section. The director shall administer the fund for the purposes provided in subsection A of this section. Monies in the fund are subject to legislative appropriation and are exempt from the provisions of section 35-190 relating to lapsing of appropriations.