What is a Records Officer?
UCA 63-2-903(2) requires the chief administrative officer of each governmental
entity and political subdivision to "appoint one or more records
officers who will be trained to work with the State Archives."
A records officer is "the individual appointed by the chief administrataive
officer of each governmental entity, or political subdivision
to work with State Archives in the care, maintenance, scheduling,
designation, classification, disposal, and preservation of
records" (UCA 63-2-103(21)). A records officer is someone
in the office that is knowledgeable about the office's records
and who has been authorized to make decisions concerning them.
The responsibilities of a records officer include:
developing an providing oversight of records management programs. serving as the contact person with the Archives inventorying agency records, developing agency retention schedules,
obtaining agency approvals implementing State Records Committee approved records retention schedules,
and documenting authorized destructions of obsolete records maintaining information on what records series have been scheduled
and conducting periodic reviews to update information as
changes occur reporting agency's classifiction designations on record series that
it maintains maintaining information on record series that have been transferred
to the State Records Center to allow for their efficient
retrieval
The State Archives should be notified of the appointment of records officers.
Their names will be included in mailing lists and notified of
all training opportunities.
This page was last updated August 1, 2008.
