1. A. Each agency should select a records officer who:

   1. 1. can communicate effectively with agency personnel and with the division's personnel;
   2. 2. has adequate knowledge of how the agency is organized and operates;
   3. 3. has the ability to collaborate with the agency's information technology services section on records management issues related to electronic records created, received, and maintained by the agency; and

   4. 4. has the authority to oversee the records management program of the agency, including:

      1. a. the development and implementation of an agency retention schedule;
      2. b. the compliance with the division’s policies and state and federal laws that govern records management;
      3. c. the transfer of inactive records to a records center for temporary storage (if needed);
      4. d. the transfer of permanent records with historical value to the custody of the Louisiana State Archives;
      5. e. the submission of disposal requests to the Louisiana State Archives listing records that have met retention requirements and are eligible for destruction;
      6. f. the destruction of agency records once approval has been received from the state archivist; and
      7. g. the conversion of records from their original paper format to microfilm or electronic formats (if needed).

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:951 (June 2003), amended LR 51:1870 (November 2025).