reglab/statecodes huggingface dataset:
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 3 - Retention Schedule Development › Section XVII-305 - Writing the Retention Schedule

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Each agency shall submit a draft retention schedule to the state archives for
				review and approval. In developing the draft, each agency will:
1. conduct adequate research to determine the
				length of time each record series needs to be maintained based on their
				administrative, legal, fiscal, and any historical/informational value. Legal
				citations should be included if statutes or rules exist, on either the state or
				federal level, the retention of certain records series;
2. develop specific retention and disposition
				instructions for each records series, including transference of inactive
				records to an appropriate records storage facility, the maintenance of
				long-term or permanent records within the agency, and/or transfer of custody of
				permanent records to the state archives control;
3. develop a draft retention schedule, using
				form number SS ARC 932, providing a brief description of the records series,
				suggested retention periods for each records series, recommended disposition
				instructions for non-permanent records, a notation for any records series that
				contains confidential information at the time of its creation in the remarks
				section and any citations used to formulate the retention value, if applicable.
				In the event that a subset of records are "declared" confidential due to
				pending investigation or similar event, a list of the records series involved
				should be transmitted to the state archives within 30 days of the
				declaration.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 3 - Retention Schedule Development › Section XVII-307 - Retention Schedule Maintenance

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Each agency shall review its retention schedule annually to identify any record
				series requiring an addition, amendment or deletion to the agency's approved
				schedule. Each agency shall submit an amended SS ARC 932 noting any changes to
				its existing retention schedule.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 3 - Retention Schedule Development › Section XVII-309 - Retention Schedule Renewal

Current through Register Vol. 50, No. 6, June 20, 2024
A. An
				agency schedule, once approved by the state archives will be valid for five
				years from the date of approval. Ninety days prior to the five year anniversary
				of a schedule's approval, each agency shall submit their schedule for
				renewal.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-501 - Definitions

Current through Register Vol. 50, No. 6, June 20, 2024
A. For the purpose
				of this Chapter the following definitions apply.
Approved Records Center Box
- a box that is
				  1.2 cubic feet in size, with dimensions of 15" x 12" x 10" and having no lids
				  (fan fold tops only).
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-503 - Eligibility

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance
				with R.S.
				44:408, the State Records Center may accept
				records from state agencies when they meet the following criteria.
1. The records are scheduled on an approved
				records retention schedule.
2. The
				records belong to an office of the state executive or legislative branches of
				Louisiana government.
3. The
				records are considered inactive (not from current operational year).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-505 - Packing Instructions

Current through Register Vol. 50, No. 6, June 20, 2024
A. Each box
				containing eligible records (as listed above) must comply with the following
				requirements.
1. The records are boxed in an
				approved records center box.
2. The
				records in each box are from the same records series with the same retention
				value.
3. The records should be
				packed in the same order as they are filed in the agency.
4. Boxes should not contain mixed media
				(i.e., microfiche with paper records).
5. Approximately 1 inch of space should be
				left in each box to facilitate retrieval.
6. Records should not be placed on top of
				other records in the box.
7. The
				approximate weight of each box should not exceed 35 pounds.
8. Packing tape is discouraged. If utilized,
				it may only be used to reinforce the bottom of the box.
9. To further protect the records in case of
				fire, agencies are strongly encouraged to pack their boxes with the records
				facing the long (15 inch) side of the box. If records being packed are
				letter-sized (8 1/2" x 11") the remaining space in the back of the box, may
				include additional records with the records facing the short side (12 inch) end
				of the box.
10. Boxes should not
				contain hanging file folders, three ring binders or binder clips.
11. If boxes contain records in a media other
				than paper (i.e., microfilm, audio/video tapes), the media type should be noted
				on the transmittal within the description of contents section.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-507 - Labeling Instructions

Current through Register Vol. 50, No. 6, June 20, 2024
A. Each
				agency must assign a unique agency box number to each box to be transferred by
				affixing the number to the upper right hand corner of the narrow end of the box
				(the end of the box) and may include a brief descriptor for the records (i.e.,
				1997, FY2002, A-F, #1001-2500, etc.) to the left of the agency box number. This
				box number (and descriptor) must correspond to an entry made on the agency's
				transmittal forms submitted for the box.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-509 - Disposal Date Cycles

Current through Register Vol. 50, No. 6, June 20, 2024
A. Records
				stored in the state records center must be assigned one of two disposal cycles.
				Assignment should be made based on the following criteria.
1. July Cycle. R ecords that are retained
				based on fiscal year retention periods or meet their retention period between
				January 1 and June 30 during a given year.
2. January Cycle. R ecords that are retained
				based on calendar year retention periods or meet their retention period between
				July 1 and December 31 during a given year.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-511 - Records Transmittal

Current through Register Vol. 50, No. 6, June 20, 2024
A. Prior to
				the delivery of records to the State Records Center for storage, an agency must
				provide the records center with completed Records Transmittal and Receipt Forms
				(SS ARC 103), which will serve as an inventory sufficiently detailed to enable
				the records center to retrieve any record needed by the agency for reference.
1. A separate transmittal form (SS ARC 103)
				should be completed for each disposal date (i.e., January or July of a given
				year).
2. For each box, the agency
				should include the minimum information on their transmittal forms:
a. agency box number;
b. beginning and ending dates for the records
				in the box;
c. a brief meaningful
				description of the contents of the box (i.e., Employees A-E, Batch
				151-210);
d. a notation if the
				records are on a media other than paper;
e. a notation if any of the records contain
				confidential information.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-513 - Arranging Transfer

Current through Register Vol. 50, No. 6, June 20, 2024
A. After
				completing the transmittal forms for the boxes to be stored at the State
				Records Center, the agency shall mail or fax the transmittals to the State
				Records Center at least two weeks prior to the date of transfer the agency is
				requesting. The State Records Center will contact the agency's records officer
				to finalize the delivery date.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-515 - Delivery of Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. In general,
				delivery dates will be set on a first-come, first-serve basis. The State
				Records Center reserves the right to postpone or rearrange delivery dates or
				accept records of an agency in special circumstances or emergency situations,
				if the State Records Center staff or the records management officer statewide
				determine such an action is necessary.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-517 - Ownership and Access

Current through Register Vol. 50, No. 6, June 20, 2024
A. Records
				stored at the State Records Center remain property of the agency depositing
				them at the State Records Center. Only the depositing agency's designated
				employees and to a limited extent, State Records Center personnel will be
				provided access to records stored in the State Records Center. Any requests to
				see an agency's records from non-authorized parties will be forwarded to the
				agency for written approval. A written approval must include the name of the
				person, the records center box number for the records being requested and the
				signature of the agency's records officer.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-519 - Requesting Stored Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. An
				agency may request access to or check out their agency's records by following
				the following procedures.
1. The agency must
				contact the State Records Center by either mail, fax, phone or e-mail
				requesting access to or checking out a file(s) or box(es) by listing the
				records center box number for the boxes being requested and providing the file
				name(s) if particular files are being requested.
2. Requests will be processed on a
				first-come, first-serve basis. In the event that an agency has a true
				emergency, the State Records Center will try to accommodate a request for
				expedited service.
3. The State
				Records Center will contact the agency's Records Officer when the records in
				question are ready for review or pick-up. Upon arrival to the State Records
				Center, agency personnel will be required to show proper identification before
				access to the records will be granted.
4. Records being checked out from the State
				Records Center require a signed check out invoice by the employee checking out
				the records.
5. Once the agency
				checks out a record, the responsibility to return the record to the State
				Records Center belongs to the agency.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-521 - Disposal of Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. Twice a year
				the State Records Center will generate disposal requests for agency records
				that have met their retention periods. Such disposal requests will be forwarded
				to the agency records officer for agency disposal approval. The agency will
				have 45 days to respond to the request. The State Records Center reserves the
				right to return to the agency any records listed on the disposal request after
				the allotted 45 days has lapsed.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-523 - Agency Disposal Approval

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Once the agency receives the disposal request, the agency records officer must
				ascertain if any of the records listed on the request require further retention
				or are required for pending or on-going litigation. The records officer should
				consult with the agency's legal counsel if there are any legal holds that
				require the records being retained for a longer duration.
1. If the records are not needed for any
				legal or administrative need, the agency records management officer shall sign
				the statement indicating that in consultation with the agency's legal counsel
				the records are no longer needed by the agency and may be destroyed.
2. If any record is still required by the
				agency, they may designate the records to be retained by noting 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 state records center.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 5 - Storage of Records in State Records Center › Section XVII-525 - Archival Review

Current through Register Vol. 50, No. 6, June 20, 2024
A. Prior to the
				destruction of any records in the State Records Center, the state archives will
				review each disposal request for possible archival records. In the event that
				the state archives wishes to retain some records for archival review, the state
				archives will notify the agency which agency records they are transferring to
				the archives acquisition section for processing. Once transferred to the state
				archives the ownership of the record will transfer from the agency to the state
				archives.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-701 - General

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance
				with R.S.
				44:411, agency shall secure written approval
				from the state archivist (or his designee) prior to the disposing of any
				records of the agency.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-703 - Eligibility

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance
				with R.S.
				44:401, the state archives may accept records
				from state agencies according to the following criteria:
1. the records are scheduled on an approved
				records retention schedule;
2. the
				records have been determined to be of historical value or mandated by law to be
				kept as permanent records.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-705 - Packing Instructions

Current through Register Vol. 50, No. 6, June 20, 2024
A. For
				records that easily fit into archive box, each box containing eligible records
				as listed in
				§703 must
				comply with the following requirements.
1.
				The records are boxed in an approved archival box.
2. The records in each box are from the same
				records series with the same retention value.
3. The records should be packed in the same
				order as they are filed in the agency.
4. Boxes should not contain mixed media
				(i.e., microfiche with paper records).
5. The approximate weight of each box should
				not exceed 35 pounds.
6. Taping of
				printed descriptions to the box and use of packing tape is
				prohibited.
7. To further protect
				the records in case of fire, agencies are strongly encouraged to pack their
				boxes with the records facing the long (15 inch) side of the box. If records
				being packed are letter-sized (8 1/2" x 11") the remaining space in the back of
				the box, may include additional records with the records facing the short side
				(12 inch) end of the box.
8. Boxes
				should not contain hanging file folders, three ring binders or binder
				clips.
9. If boxes contain records
				in a media other than paper (i.e., microfilm, audio/video tapes), the media
				type should be noted on the transmittal within the description of contents
				section.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-707 - Non-Standard Sized Packing Instructions

Current through Register Vol. 50, No. 6, June 20, 2024
A. Prior to sending records that exceed 8
				1/2" x 14", the submitting agency should contact the archives acquisitions
				section for further instructions on how to pack such records.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-709 - Labeling Instructions

Current through Register Vol. 50, No. 6, June 20, 2024
A. For
				boxes donated or sent to the state archives for permanent storage:
1. the agency must assign a unique agency
				number to each box to be transferred by affixing the number on one of the long
				sides of the box;
2. a brief
				descriptor for the records (i.e., Dept of State, Correspondence
				6/1/00-12/31/00; Bd of Ethics-Campaign Finance Reports #98-04 through #98-100)
				under the box number.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-711 - Archives Transmittal Form Required

Current through Register Vol. 50, No. 6, June 20, 2024
A. Prior to the delivery to the state
				archives, the submitting agency must provide completed archives transmittal
				forms, which will serve as an inventory, sufficiently detailed, to enable
				archives staff to retrieve records as they are needed.
1. On each transmittal form, the agency shall
				include:
a. name and address of
				agency;
b. the records officer name
				and official title within the agency;
c. contact information (phone and e-mail
				address) for the records officer;
d. any restrictions that exist for the
				records included on the particular form;
e. the total number of boxes/items to be
				transferred;
f. signature of
				transmitting records officer and date signed by officer;
g. page number and total number of pages of
				transmittal (i.e., Page 1 of 5).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-713 - Arranging Transfer

Current through Register Vol. 50, No. 6, June 20, 2024
A. After
				completing the archival transmittal forms for the items to be transferred to
				the state archives, the agency or donor shall transmit the forms at least one
				week prior to the date of transfer requested by the agency or donor. The state
				archives, after reviewing the forms, will contact the agency's or donor's
				contact listed on the transmittal to finalize the delivery date.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-715 - Delivery of Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. In general,
				delivery dates will be set on a first-come, first-served basis. The state
				archives reserves the right to postpone or rearrange delivery dates or accept
				records of an agency in special circumstances or emergency situations, if the
				archives staff or records management officer statewide determine such an action
				is necessary.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-717 - Long Term Records Storage

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Records transferred to the state archives for permanent or long-term storage
				remain property of the agency depositing them with the state archives. Only the
				depositing agency's designated employees and to a limited extent, archives
				staff, will be provided access to records stored with the state archives. Any
				requests to see an agency's records from non-authorized parties (including
				public records requests) will be forwarded to the owner agency for written
				approval. Written approval must include the name of the person authorizing the
				access, the person access is being granted and the archives storage box
				number(s) in which the record(s) is located.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 7 - Transferring Records for Inclusion in Archives Collection › Section XVII-719 - Requesting Stored Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. An
				agency may request access to or check out their agency's records by following
				the following procedures.
1. The agency must
				contact the state archives by either mail, fax, phone or e-mail requesting
				access to or checking out a file(s) or box(es) by listing the agency box number
				for the boxes being requested and providing the file name(s) if particular
				files are being requested.
2.
				Requests will be processed on a first-come, first-served basis. In the event
				that an agency has a true emergency, the state archives will try to accommodate
				a request for expedited service.
3.
				The state archives will contact the agency's records officer when the records
				in question are ready for review or pick-up. Upon arrival to the state
				archives, agency personnel will be required to show proper identification
				before access to the records will be granted.
4. Records being checked out from the state
				records center require a signed check out invoice by the employee checking out
				the records.
5. Once the agency
				checks out a record, the responsibility to return the record to the state
				archives belongs to the agency.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-901 - General

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance
				with R.S.
				44:411, agency shall secure written approval
				from the state archivist (or his designee) prior to the disposing of any
				records of the agency.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-903 - Scheduled Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. Agencies
				wishing to dispose of records listed on their agency's approved retention
				schedule shall submit to the state archivist or his designee, Form SS ARC 930
				(Request for Authority to Dispose of Records). Form SS ARC 930 must have the
				signature of either the agency's:
1. records
				officer as designated in LAC 4:XVII, Chapter 1; or
2. the chief executive officer; or
3. the general counsel for the
				agency.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-905 - Non-Scheduled Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. Agencies
				wishing to dispose of records not listed on their agency's approved retention
				schedule shall submit to the state archivist or his designee, Form SS ARC 930
				(Request for Authority to Dispose of Records) and a completed Records
				Management Inventory Form for each non-scheduled series listed on the disposal
				request. Form SS ARC 930 must have the signature of either the agency's:
1. records officer as designated in LAC
				4:XVII, Chapter 1; or
2. the chief
				executive officer; or
3. the
				general counsel for the agency.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-907 - Destruction Authorization

Current through Register Vol. 50, No. 6, June 20, 2024
A. Once a
				disposal request has been received by the state archivist (or his designee),
				the agency will be notified within 30 days of receipt that:
1. their disposal request has been
				approved;
2. their disposal request
				has been denied along with an explanation why approval was not
				granted;
3. their disposal request
				contains records that should be transferred to the state archives for possible
				inclusion in the state archives; or
4. their disposal request requires more
				research and requires an additional 30 days to issue a response to the
				request.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-909 - Legal Hold Policy

Current through Register Vol. 50, No. 6, June 20, 2024
A. Each agency
				is required to develop and implement an internal process for placing legal
				holds on records that are involved in state or federal investigations and/or
				litigation. Agencies should submit their policy within 30 days of creation to
				the state archives. The policy should address:
1. the agency's internal disposal approval
				process;
2. which employees are
				notified of a legal hold, when they are told and how they are told;
3. who is responsible for contacting possible
				third party vendors who may house records or data covered under a legal
				hold;
4. what steps should be taken
				by notified employees to safeguard records or data covered under a legal
				hold;
5. the agency's legal hold
				forms (including file level notice sheets) and instructions for any legal hold
				form/release forms created by the agency to implement the plan;
6. who within the agency has legal authority
				to lift the legal hold once the litigation or investigation has
				concluded.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-911 - Disposal Methods

Current through Register Vol. 50, No. 6, June 20, 2024
A. Once
				approval for disposal has been granted, an agency should dispose of the agency
				records in a manner acceptable to the level of confidentiality the record
				requires.
1. If a records series contains no
				information considered confidential in nature, an agency may use any acceptable
				disposal method including:
a.
				landfill;
b. recycling;
c. shredding;
d. incineration;
e. maceration;
f. pulverization.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 9 - Destruction of Public Records › Section XVII-913 - Certificate of Destruction

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Agencies shall document the destruction of their records by maintaining a
				certificate of destruction for all records requiring destruction approval from
				the state archives. Such destruction certificate shall consist of either:
1. the current state archives Certificate of
				Destruction Form (SS ARC 933) along with the approved destruction request from
				the state archives; or
2. an
				equivalent document that records the date the records were destroyed, the
				method of destruction, the approved Authority to Dispose of Records Form and
				the signature of at least one witness to the destruction or removal of the
				records. In the event that a recycling company is used for destruction, the
				date the records are transferred to the recycler for destruction will
				constitute the destruction date.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter A - Agency Responsibilities › Section XVII-1301 - Definitions

Current through Register Vol. 50, No. 6, June 20, 2024
A. For the purpose
				  of this Chapter the following definitions apply.
Agency Record
-a record as defined by
					 R.S.
					 44:402.
Electronic Mail (E-mail)
-a system that
					 enables an agency to compose, transmit, receive and manage text and/or graphic
					 electronic messages and images across networks and through gateways connecting
					 other local area networks.
Long-Term Record
-a record with a total
					 retention requirement of over 10 years but less than permanent.
Permanent
-a record with a total retention
					 of life of the agency and/or the state and intended to be maintained in
					 perpetuity.
Short-Term Record
-a record with a total
					 retention requirement of 10 years of less.
Transitory
-transitory records are records
					 that have limited or no administrative value to the agency and are not
					 essential to the fulfillment of statutory obligations or to the documentation
					 of agency functions.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter A - Agency Responsibilities › Section XVII-1303 - General

Current through Register Vol. 50, No. 6, June 20, 2024
A. The head of each
				  agency must ensure:
1. that a program is
				  established for the management of state records created, received, retained,
				  used, transmitted, or disposed of on electronic media;
2. that the management of electronic state
				  records are integrated with other records and information management records
				  management programs of the agency;
3. that electronic records management
				  objectives, responsibilities and authorities are incorporated into pertinent
				  agency directives and policies;
4.
				  that procedures are established for addressing records management requirements,
				  including, retention, access and disposition requirements;
5. that training is provided for users of
				  electronic records systems, in the operation, care, and handling of the
				  information, equipment, software and media used in the systems;
6. that documentation is developed and
				  maintained about all electronic state records in a manner adequate for
				  retaining, reading, or processing the records and ensuring their timely,
				  authorized disposition; and
7. that
				  a security program for electronic state records is established.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter B - State Archives Imaging Policy › Section XVII-1305 - Imaging System Survey; Compliance

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance with
				  R.S.
				  44:413, each agency shall complete a state
				  archives imaging system survey and provide any amendments to their survey in a
				  timely manner when original information provided is no longer accurate.
1. Survey Information. Each agency shall
				  provide the following information to the state archives:
a. a listing of all records series
				  maintained/managed by the system being surveyed;
b. the hardware and software being used
				  (including model and version numbers) including total storage
				  capacity;
c. the type and density
				  of media being used by the system (magnetic, WORM, etc.);
d. the type and resolution of images being
				  produced (TIFF class 3 or 4, and dpi);
e. the agency's quality control procedures
				  for image production and maintenance;
f. the agency's back up procedures for the
				  system and where (on-site, off-site) and how many sets of images
				  exist;
g. the agency's migration
				  plan for purging images from the system that have met their retention
				  period.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter B - State Archives Imaging Policy › Section XVII-1307 - Acceptable Means of Records Preservation

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance with
				  R.S.
				  44:410, electronic digitizing (imaging) is an
				  acceptable means for records preservation for the maintenance of short-term
				  agency records, as defined in LAC 4:XVII.1301.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter B - State Archives Imaging Policy › Section XVII-1309 - Short-Term Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. Agencies
				  utilizing imaging for the creation and maintenance of short term records, may
				  use imaging without maintaining the original or a microfilm copy of the
				  original provided that:
1. the records series
				  has been included on the agency's retention schedule submitted to and approved
				  by the state archivist or his designee;
2. a quality control inspection of the images
				  is conducted prior to the destruction of the original source documents to
				  ensure the visibility and accessibility;
3. the proper approval has been secured from
				  the state archives prior to the destruction of the original source
				  documents;
4. the records series
				  maintained on imaging systems are stored in such a manner as to comply with the
				  retention requirements (i.e., like retentions on the same optical disk or
				  subdirectory).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter B - State Archives Imaging Policy › Section XVII-1311 - Long-Term and Permanent Records

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance with
				  R.S.
				  44:410, agencies utilizing imaging for the
				  creation and maintenance of long term and/or archival records, may use imaging
				  for administrative purposes provided that for preservation purposes the agency
				  either:
1. maintain the original source
				  documents for the retention period listed on the agency's retention schedule;
				  or
2. produce a microfilm back up
				  of the records and store the microfilm with the state archives.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1321 - Series Retention of E-mail

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				  E-mail should be retained based on content not on media type or storage
				  limitations. Agencies should not encourage employees to unilaterally discard
				  e-mail because of artificial limits on e-mail box capacities.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1323 - E-Mail Is Not a Records Series

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				  E-mail should not be treated as a single record series for retention scheduling
				  purposes. E-mail should be incorporated into existing records series maintained
				  by an agency.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1325 - Types of E-Mail

Current through Register Vol. 50, No. 6, June 20, 2024
A. There are
				  two broad categories of e-mail: record and non-record, based on their
				  administrative and retention requirements.
1.
				  Transitory. Transitory records are records that have limited or no
				  administrative value to the agency and are not essential to the fulfillment of
				  statutory obligations or to the documentation of agency functions.
a. Examples. Transitory information can
				  include the following: unsolicited and junk e-mails not related to agency work,
				  listserv and other e-mail broadcast lists that require subscription (including
				  newspapers), reminders for meetings and events (i.e., cake in the conference
				  room, staff meeting moved from 2 p.m. to 3 p.m.), personal non-work related
				  e-mails received by employees.
b.
				  Retention. There is no retention requirement for transitory messages. Public
				  officials and employees receiving such communications may delete them
				  immediately without obtaining approval from the state archives.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1327 - Maintenance of Electronic Mail

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				  Records created using an e-mail system may be saved for their approved
				  retention period by one of the following.
1.
				  Print message and file in appropriate hard copy file.
2. Place in folders and save on personal
				  network drive or C: drive.
3. Save
				  to removable disk (including CD-ROM). 3.5" disks are not recommended for
				  retention periods of more than one year due to the instability of this
				  medium.
4. Transfer to an automated
				  records management software application.
5. Managed at the server by an automated
				  classification system.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1329 - User Responsibilities

Current through Register Vol. 50, No. 6, June 20, 2024
A. It is
				  the responsibility of the user of the e-mail system, to manage e-mail messages
				  according to their agency's retention schedule.
1. It is the responsibility of the sender of
				  e-mail messages within the agency's e-mail system and recipients of messages
				  from outside the agency to retain the messages for the approved retention
				  period.
2. Names of sender,
				  recipient, date/time of the message, as well as any attachments must be
				  retained with the message. Except for listserv mailing services, distribution
				  lists must be able to identify the sender and recipient of the
				  message.
3. User responsibilities
				  may be mitigated by the use of a server level automated classification
				  system.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1331 - Agency Responsibilities

Current through Register Vol. 50, No. 6, June 20, 2024
A. Each
				  agency should adopt and disseminate to their employees an agency electronic
				  mail (e-mail) proper use policy. The policy should include:
1. defining official use and set limits on
				  personal use of electronic messaging (similar to limitations that exist for
				  telephone, fax, and personal mail);
2. prohibiting the use of electronic
				  messaging system to promote the discrimination (on the basis or race, color,
				  national origin, age, martial status, sex, political affiliation, religion,
				  disability or sexual preference), promotion of sexual harassment, or to promote
				  personal, political, or religious business or beliefs;
3. prohibiting employees from sending
				  electronic messages under another employee's name without
				  authorization;
4. prohibiting the
				  altering of electronic messages, including any attachments;
5. agency process for storing and maintaining
				  electronic messages for the duration of the message's retention
				  period;
6. notice that users of an
				  agency's electronic messaging system should not expect a right of privacy and
				  that electronic messages may be monitored for compliance and abuse.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 13 - Electronic Records › Subchapter C - Electronic Mail (E-mail) Guidelines › Section XVII-1333 - Use of Records Management Application (RMA) Software

Current through Register Vol. 50, No. 6, June 20, 2024
A. Agencies may use records management
				  application (RMA) software to manage records in digital form. RMA software
				  categorizes and locates records and identifies records that are due for
				  disposition. RMA software also stores, retrieves, and disposes of the
				  electronic records that are stored in its repository. Agencies should use RMA
				  software that complies with DoD 5015.2-STD, "Design Criteria Standard for
				  Electronic Records Management Software Applications," as issued by the U.S.
				  Department of Defense.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 15 - Microfilm Policy › Section XVII-1501 - General

Current through Register Vol. 50, No. 6, June 20, 2024
A. This policy
				applies to the microfilming of any agency record that is to be maintained
				solely in microfilm format and to all microfilm which is created or maintained
				for the full retention period of the record as a security copy of an agency
				record. This policy does not apply to convenience film.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 15 - Microfilm Policy › Section XVII-1503 - Definitions

Current through Register Vol. 50, No. 6, June 20, 2024
A. The following
				words and terms, when used in this Chapter, have the following meanings, unless
				the context clearly indicates otherwise. Terms not defined in these Sections
				have the meanings defined in the
				R.S.
				44:402.
Aperture Card
- card with a rectangular
				  opening(s) into which 16mm/35mm microfilm frames can be inserted, mounted, or
				  pre-mounted.
Batch
-a quantity of chemicals or film which
				  has been prepared at one time, and which has been identified through labeling
				  or through other means by the manufacturer as a batch or lot.
CAD (Computer Assisted Design)
-a method of
				  creating microimages by computer-driven laser.
Convenience Film
-m icrofilm copies of
				  records created only for convenience of use and considered non records under
				  R.S.
				  44:1.
Declaration by the Camera Operator
-a target
				  photographed on film following the filmed records that provides identification
				  of beginning and ending records on the film; signature of the camera operator;
				  date the declaration was filmed; and reduction range, if more than one ratio
				  has been used.
Diazo
-a photographic film containing one or
				  more photosensitive layers composed of diazonium salts in a polymeric material
				  which react with coupler(s) to form an azo dye image after film
				  processing.
Duplicate Microfilm
-a microfilm copy made
				  from the original or master negative. Can be silver, diazo or vesicular
				  film.
Essential Record
-any agency record
				  necessary to resume or continue an agency's business; to recreate its legal and
				  financial status; and to preserve the rights of the agency, its employees, and
				  its clients.
Microfilm
-roll microfilm, microfiche,
				  computer output microfilm (COM), and all other formats produced by any method
				  of microphotography or other means of miniaturization on film.
Microfilm Container
-generic term for any
				  enclosure in close or direct contact with film such as a reel, can, bag,
				  folder, sleeve (sheath), jacket, envelope, window mount or mat, slide mount,
				  carton, cartridge, cassette, and aperture card.
Microfilming
-the methods, procedures, and
				  processes used to produce microfilm.
Original Microfilm
-f irst generation of
				  film produced when records are filmed.
Silver Original
-f irst generation
				  silver-gelatin film or other archival quality film.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part XVII - Records Management Policies and Practices › Chapter 15 - Microfilm Policy › Section XVII-1505 - Access to Referenced Standards and Practices

Current through Register Vol. 50, No. 6, June 20, 2024
A. The copyrighted standards and recommended
				practices issued by the American National Standards Institute (ANSI) and/or the
				Association for Information and Image Management (AIIM) listed in this Chapter
				are considered best practice and each agency should strive to meet their
				minimum requirements for all microfilming of state records. A copy of each of
				the standards mentioned in this rule will be on file upon adoption of this rule
				and available for public inspection by appointment, during regular working
				hours at the Louisiana State Archives Building, 3851 Essen Lane, Baton Rouge,
				LA 70809. The standards are distributed by and available from the Association
				for Information and Image Management (AIIM), Suite 1100, 1100 Wayne Avenue,
				Silver Spring, MD 20910-5699.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  44:405.