(a) Each agency and local government shall:

1. (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. (2) Cooperate fully with the administration in implementing the provisions of this chapter.
3. (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. (4) Implement information management procedures and regulations issued by the administration.

5. (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:

   1. (A) the provisions of this chapter; and
   2. (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. (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. (2) Follow the standards developed by the administration in creating and revising state forms.

3. (3) Designate an agency forms coordinator who shall:

   1. (A) manage the creation and revision of state forms belonging to the agency;
   2. (B) ensure that the forms created by the agency meet the standards established by the administration;
   3. (C) submit the agency form to the administration for the administration's review and approval; and
   4. (D) serve as a liaison between the agency and the administration for the review and approval of the state forms.

4. (4) Designate an agency records coordinator who shall:

   1. (A) coordinate the creation and revision of agency records retention schedules;
   2. (B) educate agency staff on records management processes; and

   3. (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.