Responsibilities Of The State Agency

Each state agency shall implement an internal, agency-specific records management policy to: (1) Establish and maintain an internal records management program on a continuingand active basis; RULES OF PUBLIC RECORDS COMMISSION CHAPTER 1210-01 (2) Ensure that records contain proper documentation of the organization, functions, policies, decisions, procedures and essential transactions of the agency; (3) Identify and protect all confidential and essential records maintained by the agency; (4) Ensure that records within the agency’s public records are individually accessible; (5) Ensure that retention schedules are properly implemented and followed. All records that do not meet the requirements for temporary records or working papers must be maintained for a minimum of five (5) years unless otherwise indicated by the Commission, rules, or applicable federal and state laws; (6) Ensure that all of the agency’s certificates of records disposal are filed with the Division and the agency shall use these certificates to monitor the agency’s records destruction process to ensure compliance with the applicable RDA requirements; (7) Ensure that records and any software, hardware and/or documentation including maintenance documentation, required to retrieve and read records are retained as long as the approved retention period for the record; or provides for recopying, reformatting and other necessary maintenance to ensure the availability and usability of a record until the expiration of its retention period; (8) Cooperate with the Commission, the Division, the Comptroller of the Treasury Department of Audit, Tennessee State Library and Archives (“Library & Archives”) and any other authorized designee in fulfilling their duties; (9) Disseminate to agency employees information concerning state laws, administrative rules and internal agency policies and procedures relating to the management of records; (10) Complete an annual records holding report declaring the volume of all records, regardless of format or location, held by the agency in the manner proscribed by the Division; and (11) Notify the Division in writing of the appointment of a new records officer. All policies, procedures and documents pertaining to the management of agency records must be provided to the new records officer.