(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 form and records series in the agency's custody. However, retention schedules for forms and 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 necessary to perform required functions. Records requiring retention for several years must be transferred to the records center.

2. (2) Designate an agency information coordinator who shall assist the administration in the content requirements of the form design process and in the development of the agency's records retention schedules.

   As added by Acts 1979, P.L.40, SEC.1. Amended by P.L.171-2015, SEC.20.