§ 5-15-5.1-10 — Duties of agencies and local governments

Indiana § 5-15-5.1-10

• Jurisdiction: Indiana
• Title 5: STATE AND LOCAL ADMINISTRATION
• Art. 15: PRESERVATION OF PUBLIC RECORDS
• Ch. 5.1: Indiana Archives and Records Administration

Text

(a) Each agency and local government shall:
(1) Make and preserve records containing adequate and proper
documentation of the organization, functions, policies, decisions,
procedures, and essential transactions of the agency and local
government to protect the legal and financial rights of the
government and of persons directly affected by the agency's
activities and the local government's activities.
(2) Cooperate fully with the administration in implementing the
provisions of this chapter.
(3) Establish and maintain an active and continuing program for
the economical and efficient management of information and
assist the administration in the conduct of information
management surveys.
(4) Implement information management procedures and
regulations issued by the administration.
(5) Establish necessary safeguards against the removal, alteration,
or loss of records; safeguards shall include notification to all
officials and employees of the agency or local government that
records in the custody of the agency or local government may not
be alienated or destroyed except in accordance with:
(A) the provisions of this chapter; and
(B) if applicable, an order of the county commission of public
records under IC 5-15-6.
(b) Each agency shall do the following:
(1) Submit to the administration a recommended retention
schedule for each records series in the agency's custody. However,
retention schedules for records series that are common to at least
two (2) agencies may be established by the oversight committee.
Records may not be scheduled for retention any longer than is
relevant and necessary to accomplish a statutory purpose of the
agency.
(2) Follow the standards developed by the administration in
creating and revising state forms.
(3) Designate an agency forms coordinator who shall:
(A) manage the creation and revision of state forms belonging
to the agency;
(B) ensure that the forms created by the agency meet the
standards established by the administration;
(C) submit the agency form to the administration for the
administration's review and approval; and
(D) serve as a liaison between the agency and the
administration for the review and approval of the state forms.
(4) Designate an agency records coordinator who shall:
(A) coordinate the creation and revision of agency records
retention schedules;
(B) educate agency staff on records management processes; and
(C) serve as a liaison between the agency and the
administration.
As added by Acts 1979, P.L.40, SEC.1. Amended by
P.L.171-2015, SEC.20; P.L.222-2023, SEC.7.