1. A. Once the agency receives the disposal request, the agency’s records officer must ascertain if any of the records listed on the request require further retention. The records officer should consult with the agency's legal counsel to determine if there are any legal holds (i.e. pending or ongoing litigation or investigations) that require the records be retained for a longer duration.

   1. 1. If the records are not needed for any legal or administrative purpose, the agency records officer shall sign the disposal request indicating which records should be destroyed.
   2. 2. If any record is still required by the agency, the agency’s records officer shall provide the records center with the new disposal date requested and the reason for the extended retention. The agency may request the records be transferred back to their custody if they do not wish the records to remain in the records center.

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 29:954 (June 2003), amended LR 51:1873 (November 2025).