PURPOSE: The director of records management and archives service under the direction of the secretary of state and the State Records Commission administers Missouri’s State Records Law, Chapter 109, RSMo. The director may establish standards, procedures and techniques for the effective management of records. This rule describes the general organization and functions of the Records Management and Archives Service division of the Office of the Secretary of State regarding state records to comply with the requirements of section 536.023, RSMo (1986).

Editor’s Note: The secretary of state has determined that the publication of this rule in its entirety would be unduly cumbersome or expensive. The entire contents of the material referenced have been filed with the secretary of state. This material may be found at the Office of the Secretary of State and is available to any interested person at a cost established by state law.

1. (1) The Records Management and Archives Division fulfills the statutory duty of the secretary of state for the management and safekeeping of state records. This division provides for the efficient and economical application of management and archival methods to the creation, utilization, maintenance, retention, preservation and disposal of state official records. The division is divided into two (2) areas, each with separate but interrelated tasks.

   1. (A) The Records Management division helps state agencies handle current records and documents.
   2. (B) The Archives division preserves historical documents and makes them available to the public.
   3. (C) Both areas are housed in the Records and Archives Center located at 600 West Main, Jefferson City, MO 65101. The phone number is (314) 751-3319.
2. (2) Participants of the state records management program include all state agencies organized under the 1974 Reorganizational Act with the exception of the University of Missouri, the Missouri General Assembly and the Missouri court system. Over nine hundred (900) state agencies are currently being assisted by the program.
3. (3) The state records management program assists government agencies in a variety of ways by establishing a records retention schedule; providing storage for semi-active and inactive records, overseeing the destruction of unneeded records and providing microfilming services. Copies of agency record retention schedules may be obtained at the Office of the Secretary of State.

AUTHORITY: section 109.230, RSMo 1986. Original rule filed Aug. 25, 1989, effective Feb. 11, 1990.