reglab/statecodes huggingface dataset:
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 1 - Organization and Responsibilities › Rule 671-1.3 - Responsibilities

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
State records commission.
The state records commission shall be responsible for development and adoption of government information policies, standards and guidelines, and records series retention and disposition schedules that provide for economy and efficiency in the creation, organization, maintenance, administrative use, security, public accountability, storage, retention and final disposition by destruction or permanent preservation of records.
(2)
Department of cultural affairs.
The department of cultural affairs, through its state archives and records bureau, shall be responsible for providing administrative support to the state records commission.
a. The bureau chief of the state archives and records bureau shall serve as secretary to the commission and shall maintain all records of the commission.
b. The department of cultural affairs shall administer the state archives of Iowa, in accordance with 223-Chapter 3, to preserve, protect and provide public access to state government records that have been identified by the commission as having enduring value and that have been transferred to the state archives of Iowa.
c. The department of cultural affairs shall administer the state records center, which the state records commission has established, to provide efficient, low-cost, secure storage for noncurrent, nonpermanent records.
d. The department of cultural affairs shall provide training opportunities for agencies on records management issues.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 1 - Organization and Responsibilities › Rule 671-1.4 - Responsibilities of Exempt Agencies

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  The Iowa department of transportation and the institutions under the Iowa board of regents are exempt from Iowa Code Supplement chapter 305.
(2)  Exempt agencies shall adopt rules in accordance with Iowa Code chapter 17A that are consistent with the objectives of Iowa Code Supplement chapter 305. These rules shall be submitted to the state records commission for approval prior to filing with the administrative rules coordinator
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 2 - State Records Manual › Rule 671-2.2 - Content of the Manual

Current through Register Vol. 47, No. 3, July 24, 2024
The state records commission shall, through the state archives and records bureau, create and maintain a state records manual that contains:
1. Records series retention and disposition schedules adopted by the state records commission;
2. Detailed procedures for agency interaction with the state records commission and the state archives and records bureau for such activities as the development and revision of records series retention and disposition schedules, transfer and storage of records, access and retrieval of records from storage, and destruction of records;
3. Guidelines adopted by the state records commission to assist an agency head in implementing an efficient government records program within the agency; and
4. Reference copies of Iowa Code Supplement chapter 305 and 671-Chapters 1 to 8 and 14, Iowa Administrative Code.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 2 - State Records Manual › Rule 671-2.4 - Availability of the Manual

Current through Register Vol. 47, No. 3, July 24, 2024
The state records commission shall, through the state archives and records bureau, maintain a current state records manual and shall make that manual available to all agencies. Copies of the state records manual, either on paper or in electronic format, will be available to the public on demand for the cost of publication and distribution. Price information will be available from the state archives and records bureau.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 3 - Records Series Retention and Disposition Schedules Process › Rule 671-3.1 - Purpose

Current through Register Vol. 47, No. 3, July 24, 2024
Records series retention and disposition schedules establish a timetable for the retention and eventual disposition of state government records. The process employed to develop or revise records series retention and disposition schedules is designed to ensure the evaluation of administrative, legal, fiscal and historical values for records series in order to establish appropriate periods of time for holding records in office and storage areas prior to final disposition by destruction or permanent preservation.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 3 - Records Series Retention and Disposition Schedules Process › Rule 671-3.2 - Form to Use

Current through Register Vol. 47, No. 3, July 24, 2024
A Records Series Inventory and Retention and Disposition Schedule Form is used for the inventorying of agency records and for the development or revision of records series retention and disposition schedules. The form is available from the state archives and records bureau of the department of cultural affairs.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 3 - Records Series Retention and Disposition Schedules Process › Rule 671-3.3 - Agency Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  An agency head shall maintain or cause to be maintained an inventory of records that are made, produced, executed, or received by the agency pursuant to statute in connection with the transaction of official business of state government, whether those records are created or maintained in an electronic system or in a paper system.
(2)  An agency head shall initiate or cause to be initiated a new Records Series Inventory and Retention and Disposition Schedule Form for previously unscheduled records series and, when needed, a Records Series Inventory and Retention and Disposition Schedule Form for revision of an existing records series retention and disposition schedule, whether a records series is created or maintained in an electronic system or in a paper system.
(3)  An agency head shall provide or cause to be provided complete and thorough responses to the questions on the Records Series Inventory and Retention and Disposition Schedule Form and shall work in a collaborative manner with the state archives and records bureau so that the state archives and records bureau can finalize the records series retention and disposition schedule recommendations for presentation to the state records commission.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 3 - Records Series Retention and Disposition Schedules Process › Rule 671-3.4 - State Archives and Records Bureau Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
The state archives and records bureau shall expeditiously review a Records Series Inventory and Retention and Disposition Schedule Form as drafted by an agency, analyze the data reported thereon, and work in a collaborative manner with an agency to finalize the records series retention and disposition schedule recommendations for presentation to the state records commission.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 3 - Records Series Retention and Disposition Schedules Process › Rule 671-3.5 - State Records Commission Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
The state records commission shall evaluate a records series retention and disposition schedule recommendation presented by the state archives and records bureau to ensure that the state archives and records bureau has considered the administrative, legal, fiscal and historical values when preparing the recommendation and to ensure that the records series retention and disposition schedule recommendation is consistent with other adopted records series retention and disposition schedules. The commission may:
1. Adopt the proposed records series retention and disposition schedule as presented;
2. Amend the proposed records series retention and disposition schedule as the commission deems appropriate; or
3. Return the proposed records series retention and disposition schedule to the state archives and records bureau for additional research before the commission takes final action.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 4 - Temporary Records-transfer and Storage Process › Rule 671-4.1 - Purpose

Current through Register Vol. 47, No. 3, July 24, 2024
In order to assist in the maximum efficiency of state government operations, the state records commission operates the state records center, a secure, low-cost storage facility for the temporary storage of records. Central offices of state agencies shall, and field offices may, use the state records center for storage of temporary records in accordance with approved records series retention and disposition schedules.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 4 - Temporary Records-transfer and Storage Process › Rule 671-4.2 - Forms to Use

Current through Register Vol. 47, No. 3, July 24, 2024
The following forms shall be used in the process for transferring and storing temporary records:
(1)  A Records Transfer Authorization form obtained from the state archives and records bureau documents the transfer of a record from an agency to the state records center.
(2)  A Record Interfile Request form shall be attached to an agency record to be filed into a box of records already stored in the state records center
(3)  A Records Officer(s) and Authorized Users: Department Information Sheet form obtained from the state archives and records bureau documents the appointment of an agency records officer and an agency's authorized user in accordance with 671-subrule 5.4(1).
(4)  A One-Time Records User Authorization form obtained from the state archives and records bureau documents the identification of a nonauthorized agency staff person who requires emergency permanent removal of a file or box of records in the state records center in accordance with 671-subrule 5.4(3).
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 4 - Temporary Records-transfer and Storage Process › Rule 671-4.3 - Agency Records Officer's Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  An agency records officer shall:
a. Transfer records to the state records center in accordance with established records series retention and disposition schedules;
b. Review, verify, sign and submit a completed Records Transfer Authorization form to the state archives and records bureau for approval prior to the physical transfer of records from the agency;
c. Cooperate with the state archives and records bureau in correcting an incomplete or inaccurate Records Transfer Authorization form; and
d. Maintain the agency copy of a Records Transfer Authorization form documenting the transfer of records to the state records center for storage.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 4 - Temporary Records-transfer and Storage Process › Rule 671-4.4 - State Archives and Records Bureau Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  The state archives and records bureau shall review and approve a completed Records Transfer Authorization form in a timely manner and shall assist an agency in correcting an incomplete or inaccurate Records Transfer Authorization form.
(2) After approving a Records Transfer Authorization form, the state archives and records bureau shall arrange with the agency for the physical transfer of records to the state records center.
(3) The state archives and records bureau shall establish and maintain inventory control of boxes of records transferred to the state records center and shall make box locating information available to the agencies.
(4) The state archives and records bureau shall provide a secure and environmentally appropriate storage area for all records that have been transferred to the state records center for storage.
(5) Requests for interfiling. The state archives and records bureau may at its discretion:
a. File a record using the locating information provided on the Record Interfile Request form attached to the record;
b. Return the record to the agency records officer for clarification or additional locating information; or
c. Request that the agency do the interfiling if the volume of material is excessive.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 4 - Temporary Records-transfer and Storage Process › Rule 671-4.5 - Procedures

Current through Register Vol. 47, No. 3, July 24, 2024
Detailed procedures, including sample copies of the Records Transfer Authorization, the Record Interfile Request, the Record Retrieval Request, the Records Officer(s) and Authorized Users: Department Information Sheet, and the One-Time Records User Authorization forms, are available in the state records manual.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.1 - Purpose

Current through Register Vol. 47, No. 3, July 24, 2024
The state archives and records bureau provides access to a record stored in the state records center only to a state agency. The state archives and records bureau does not provide access to a record stored in the state records center to a member of the public.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.2 - Definitions

Current through Register Vol. 47, No. 3, July 24, 2024
In addition to the definitions set forth in Iowa Code Supplement section 305.2, the following definitions shall apply to 671-Chapters 1 to 8 and 14:
"Authorized user"
means an agency staff person appointed by an agency head to have the authority to review or remove an agency record from the state records center and the authority to borrow, with prior approval of the state archivist, an agency record from the state archives of Iowa for administrative use in the agency. The auditor of state's office is an ex officio authorized user for purposes of auditing financial records of state agencies.
"Original warrant user "
means an agency staff person appointed by the treasurer of state to have the authority to retrieve or remove an original redeemed warrant from storage in the state records center.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.3 - Forms to Use

Current through Register Vol. 47, No. 3, July 24, 2024
The following forms, which are available from the state archives and records bureau, shall be used in the process of accessing temporary records:
(1)  A Records Officer(s) and Authorized Users: Department Information Sheet form is used to appoint an agency records officer and to appoint an agency's authorized users.
(2) A Record Retrieval Request form is used to request access to a file or box of records stored in the state records center.
(3) A One-Time Records User Authorization form is used to provide a nonauthorized agency staff member emergency access to a file or box of records stored in the state records center.
(4)  A Request for Copies of State Warrants form is used to request a copy of a redeemed state warrant stored in the state records center.
(5) An Original Warrant Release form is used to request access to an original redeemed state warrant stored in the state records center.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.4 - Access to a File or Box of Records

Current through Register Vol. 47, No. 3, July 24, 2024
(1) An agency head shall complete and file a Records Officer(s) and Authorized Users: Department Information Sheet form with the state archives and records bureau to appoint the department records officer(s) and to identify those agency staff members appointed as authorized users for the purpose of access to agency records in the state records center.
(2) An authorized user who requires access to or the return of a file or box of records from the state records center shall properly complete, or provide information to the state archives and records bureau to complete, a Record Retrieval Request form prior to use or release of the record.
(3) In the event a nonauthorized agency staff member requires emergency access to a file or box of records in the state records center, an agency records officer shall complete a One-Time Records User Authorization form prior to the use or release of the record.
(4) Upon completion of temporary use by an agency's authorized user, the authorized user shall return the file or box with its attached copy of the Record Retrieval Request form to the state records center.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.5 - Access to a Redeemed State Warrant

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  An original warrant user may request access to an original redeemed state warrant stored at the state records center by providing to the state archives and records bureau a properly completed Original Warrant Release form prior to use or release of the original redeemed warrant.
(2)  Upon completion of use, the original redeemed state warrant shall be returned to the state records center with its attached copy of the Original Warrant Release form.
(3)  An agency's authorized user shall provide to the state archives and records bureau a properly completed Request for Copies of State Warrants form to request a copy of a redeemed state warrant stored at the state records center prior to release of the copy of the redeemed state warrant.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.6 - State Archives and Records Bureau Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  The state archives and records bureau shall make an agency record in the state records center available only to an authorized user on the agency's Records Officer(s) and Authorized Users: Department Information Sheet form or to an agency staff person for whom the state archives and records bureau has received a One-Time Records User Authorization form.
(2) The state archives and records bureau shall make all agency financial records in the state records center available to the auditor of state for purposes of financial audit unless those records are otherwise protected by law.
(3) The state archives and records bureau shall attach a copy of the completed Record Retrieval Request form to each file or box returned to an agency.
(4) The state archives and records bureau shall refile a file or a box of records using the locating information on the Record Retrieval Request form attached to the file or box of records.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 5 - Temporary Records-access Process › Rule 671-5.7 - Procedures

Current through Register Vol. 47, No. 3, July 24, 2024
Detailed procedures, including sample copies of the Record Retrieval Request, the Records Officer(s) and Authorized Users: Department Information Sheet, and the One-Time Records User Authorization forms, are available in the state records manual.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 6 - Temporary Records-destruction Process › Rule 671-6.2 - Form to Use

Current through Register Vol. 47, No. 3, July 24, 2024
The Disposal Authorization portion of a Notice of Intent to Destroy and Disposal Certificate form shall be used by an agency to authorize the destruction of a box of records when it has reached its destruction eligibility date, the extension of the destruction eligibility date of a box of records, or the permanent removal of a file or box of records from the state records center in lieu of destruction. The Disposal Certificate portion of a Notice of Intent to Destroy and Disposal Certificate form shall be used by the state archives and records bureau to certify the actual destruction of a box of records, the extension of the destruction eligibility date of a box of records, or the permanent removal of a file or box of records from the state records center in lieu of destruction.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 6 - Temporary Records-destruction Process › Rule 671-6.3 - State Archives and Records Bureau Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  The state archives and records bureau shall maintain an accurate inventory of each box of records in the state records center. For each box of records, the inventory includes the destruction eligibility date as established by the records series retention and disposition schedules approved by the state records commission.
(2) The state archives and records bureau shall generate a Notice of Intent to Destroy and Disposal Certificate form for each box of records eligible for destruction as of January 1 and July 1 of each year.
(3)  The state archives and records bureau shall distribute Notice of Intent to Destroy and Disposal Certificate forms to the appropriate agency records officer no later than May 1 prior to each July destruction cycle and no later than November 1 prior to each January destruction cycle.
(4) Following completion of the destruction process, the state archives and records bureau shall sign the "disposal certificate" portion of the Notice of Intent to Destroy and Disposal Certificate form to confirm that all records authorized to be destroyed were destroyed and to confirm that records not authorized to be destroyed have not been destroyed.
(5) In the event an agency head or an agency records officer fails to sign and return a Notice of Intent to Destroy and Disposal Certificate form to the state archives and records bureau by the established deadline, the state archives and records bureau may, at its discretion:
a. Permanently remove to the agency those boxes of records recorded on the Notice of Intent to Destroy and Disposal Certificate form that was not returned;
b. Decline new Records Transfer Authorization forms from that agency until the Notice of Intent to Destroy and Disposal Certificate form is returned; or
c. Bill the agency for the continued storage of the boxes of records recorded on a Notice of Intent to Destroy and Disposal Certificate form, which was not returned, at a rate to be posted in the state records center and on the state records commission's Web site.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 6 - Temporary Records-destruction Process › Rule 671-6.4 - State Agency Responsibilities

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  An agency head or an agency records officer shall review or cause to be reviewed a Notice of Intent to Destroy and Disposal Certificate form to authorize destruction of records or to identify records that need to be held in the state records center for additional time or that need to be permanently removed to the agency in lieu of destruction due to pending legal action, fiscal or audit requirements that remain unfulfilled or due to the agency's renewed administrative need for the record.
(2)  After making any necessary annotations in red, an agency head or an agency records officer shall sign the Disposal Authorization portion of the Notice of Intent to Destroy and Disposal Certificate form and return the Notice of Intent to Destroy and Disposal Certificate form to the state archives and records bureau no later than June 30 prior to each July destruction cycle and no later than December 31 prior to each January destruction cycle.
(3)  Records for which the state records commission has authorized destruction directly from the agencies shall be destroyed in accordance with records series retention and disposition schedules. The records shall be destroyed in a secure manner using recycling technologies whenever possible, and the destruction shall be documented in a manner designated by each agency head.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 7 - Permanent Records-transfer Process › Rule 671-7.3 - Form to Use

Current through Register Vol. 47, No. 3, July 24, 2024
A Transfer of Custody of State Government Records to the State Archives of Iowa form obtained from the state archives and records bureau shall be used to transfer legal and physical custody of a record from an agency to the state archives of Iowa.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 7 - Permanent Records-transfer Process › Rule 671-7.4 - Agency Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  A record that is scheduled for permanent preservation in the state archives of Iowa shall be transferred to the state archives of Iowa in accordance with established records series retention and disposition schedules. An agency records officer shall review, sign and submit a properly completed Transfer of Custody of State Government Records to the State Archives of Iowa form to the state archives and records bureau for approval prior to the physical transfer of records from the agency.
(2)  A record scheduled for permanent preservation in an agency shall be retained in the agency in perpetuity.
a. An agency shall maintain a record scheduled for permanent preservation in the agency in a manner that will ensure the continued availability of an accurate, authentic, reliable record in perpetuity.
b. An agency shall make a record scheduled for permanent preservation in the agency available in perpetuity for public inspection and copying in accordance with agency fair information practices rules.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 7 - Permanent Records-transfer Process › Rule 671-7.5 - State Archives and Records Bureau Responsibility

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  The department of cultural affairs shall maintain legal and physical custody of all records transferred to the state archives of Iowa in accordance with Iowa Code Supplement section 305.9(1).
(2)  The state archives and records bureau shall review and approve a properly completed Transfer of Custody of State Government Records to the State Archives of Iowa form in a timely manner and shall assist an agency in correcting an incomplete or inaccurate Transfer of Custody of State Government Records to the State Archives of Iowa form.
(3) After approving a Transfer of Custody of State Government Records to the State Archives of Iowa form, the state archives and records bureau shall arrange with the agency for the physical transfer of records to the state archives of Iowa.
(4)  The state archives and records bureau shall establish and maintain inventory control of records transferred to the state archives of Iowa.
(5) The department of cultural affairs shall provide a secure, environmentally appropriate storage area for all records transferred to its custody.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 8 - Care of and Access to Permanent Records Collections › Rule 671-8.1 - Purpose

Current through Register Vol. 47, No. 3, July 24, 2024
A record with enduring value shall be transferred to the state archives of Iowa in accordance with a state records commission adopted records series retention and disposition schedule. The state archives of Iowa shall provide a secure environment for the storage and use of these records so that they may be preserved and made available to future generations of researchers in accordance with Iowa Code Supplement section 305.9(1).
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 8 - Care of and Access to Permanent Records Collections › Rule 671-8.2 - State Archives and Records Bureau Responsibilities

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  Records transferred to the state archives of Iowa shall be cared for and administered in accordance with 223-Chapter 13.
(2)  Records transferred to the state archives of Iowa shall be made accessible to researchers in accordance with 223-Chapter 22.
(3)  The state archives and records bureau, with prior approval of the state archivist, may loan an agency record from the state archives of Iowa to an authorized user appointed in accordance with 671-subrule 5.4(1) for the agency from which that record originated.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 14 - Development Process for Government Information Policies, Standards and Guidelines › Rule 671-14.1 - Purpose

Current through Register Vol. 47, No. 3, July 24, 2024
The state records commission develops and adopts statewide government information policies, standards and guidelines that provide for economy and efficiency in the creation, organization, maintenance, administrative use, security, public accountability, storage, retention and final disposition by destruction or permanent preservation of records.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 14 - Development Process for Government Information Policies, Standards and Guidelines › Rule 671-14.2 - Proposal of Government Information Policies, Standards and Guidelines

Current through Register Vol. 47, No. 3, July 24, 2024
An agency staff member or a member of the public may propose a topic to be developed into a government information policy, standard or guideline by contacting the state records commission through the state archives and records bureau. A proposal may include a draft government information policy, standard or guideline.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 14 - Development Process for Government Information Policies, Standards and Guidelines › Rule 671-14.3 - Commission Responsibilities

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  The state records commission shall:
a. Develop such government information policies, standards and guidelines as it deems appropriate;
b. Prior to final adoption, solicit agency participation in the review of government information policies, standards and guidelines;
c. Draft and file administrative rules in accordance with Iowa Code chapter 17A for all government information policies and standards; and
d. Include all government information guidelines in the state records manual.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 14 - Development Process for Government Information Policies, Standards and Guidelines › Rule 671-14.5 - Agency Responsibilities

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  An agency shall be in substantial compliance with government information policies and standards adopted by the state records commission.
(2)  An agency may utilize government information guidelines adopted by the state records commission as the agency implements the government records program within the agency.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 14 - Development Process for Government Information Policies, Standards and Guidelines › Rule 671-14.6 - Advisory Committees

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  Advisory committees of the state records commission shall make recommendations to the state records commission.
(2)  Advisory committees of the state records commission may consist of public members and agency staff members. No more than three members of the state records commission may be members of any advisory committee.
(3)  Individuals may volunteer to serve on advisory committees of the state records commission by submitting a letter of application to the state archives and records bureau along with a resume stating areas of interest and expertise.
(4)  The state archives and records bureau shall maintain the applications of individuals who volunteer to serve as members of advisory committees of the state records commission for a two-year period following receipt of the letter of application.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 15 - E-mail Retention › Rule 671-15.1 - Definitions

Current through Register Vol. 47, No. 3, July 24, 2024
"E-mail"
is a computer-generated message transmitted or received by means of a computer network. An E-mail may contain any combination of text, Internet Uniform Resource Locator (URL) links, attached files and associated metadata.
"E-mail messages "
are individual E-mail transmissions sent or received.
"Metadata"
is the contextual information (i.e., sender, recipient, creation date, transmission information) that is used to understand and access other information.
"Record"
means a document, book, paper, electronic record, photograph, sound recording, or other material regardless of physical form or characteristics, made, produced, executed, or received pursuant to law in connection with the transaction of official business of state government. "Record" does not include library and museum material made or acquired and preserved solely for reference or exhibition purposes, additional copies of records maintained or distributed for reference purposes, or stocks of publications and unprocessed forms.
Iowa Administrative Code › Agency 671 - Records Commission › Chapter 15 - E-mail Retention › Rule 671-15.2 - E-mail Messages as Records

Current through Register Vol. 47, No. 3, July 24, 2024
(1)  E-mail messages are records as defined in rule 671-15.1 (17A,305) when sent or received in the course of conducting state business.
(2)  In order to determine the proper retention and disposition, E-mail messages must be evaluated for content and purpose. E-mail messages that meet the definition of "record" must be retained and disposed of in accordance with records series retention and disposition schedules which have been approved by the records commission.
(3)  Approved record series retention and disposition schedules for state government records of Iowa are available through the state records manual. Agencies may request additions and changes to the schedules by submitting a request to the records commission in accordance with 671-Chapter 3.
(4)  To protect the integrity of information contained in E-mail messages that meet the definition of "record," they must be maintained as authentic, reliable and trustworthy records for their entire retention period. Unauthorized users must not be able to modify, destroy or distribute E-mail messages from an E-mail storage system.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 1 - Admission Rules Common to the Three State Universities › Rule 681-1.1 - Admission of Undergraduate Students Directly From High School

Current through Register Vol. 47, No. 3, July 24, 2024
Students desiring admission to the University of Iowa, Iowa State
				University, or the University of Northern Iowa must meet the requirements in this
				rule and also any special requirements for the curriculum, school, or college of
				their choice.
(1) Application. Applicants
			 must submit a formal application for admission, together with the appropriate
			 application fee as approved by the state board of regents pursuant to Iowa Code
			 section
			 262.9(19)
			  and detailed in rule
			 681-1.7 (262), and have their
			 secondary school provide a transcript of their academic record, including credits
			 and grades, rank in class (when available), and certification of graduation.
			 Applicants may also submit SAT Reasoning Test or ACT scores. Applicants whose
			 primary language is not English must also meet the English language proficiency
			 requirement specified by each university. Applicants may be required to submit
			 additional information or data to support their applications.
(2) Admission criteria.
a. A regent admission index (RAI) will be
			 calculated for freshman applicants who submit all components used in the equation
			 below. For purposes of calculating the RAI, the ACT composite score has a top value
			 of 36 (SAT scores will be converted to ACT composite equivalents), high school GPA
			 is expressed on a four-point scale, and number of high school courses completed in
			 the core subject areas is expressed in terms of years or fractions of years of
			 study.
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b. Freshman
			 applicants from Iowa high schools who have an RAI of at least 245 and who meet the
			 minimum requirements of the regent universities will qualify for automatic admission
			 to any of the three regent universities. Freshman applicants who have an RAI below
			 245 or who do not have all components used in the RAI may also be admitted to a
			 specific regent university; however, each regent university will review these
			 applications on an individual basis, and admission decisions will be specific to
			 each institution.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 1 - Admission Rules Common to the Three State Universities › Rule 681-1.2 - Admission of Undergraduate Students by Transfer From Other Colleges

Current through Register Vol. 47, No. 3, July 24, 2024
Students desiring admission to the University of Iowa, Iowa State
				University, or the University of Northern Iowa must meet the requirements in this
				rule and also any special requirements for the curriculum, school, or college of
				their choice.
Applicants must submit a formal application for admission, together
				with the appropriate application fee as approved by the state board of regents
				pursuant to Iowa Code section
				262.9(19)
				 and detailed in rule
				681-1.7 (262), and request that each
				college they have attended send an official transcript of record to the admissions
				office. High school academic records and standardized test results may also be
				required. The Test of English as a Foreign Language (TOEFL) is required of foreign
				students whose first language is not English.
(1) Transfer applicants with a minimum of 24
			 semester hours of graded credit from colleges or universities accredited by an
			 entity recognized by the U.S. Department of Education, who have achieved for all
			 college work previously attempted the grade point required by each university for
			 specific programs, will be admitted. Higher academic standards may be required of
			 students who are not residents of Iowa.
Applicants who have not maintained the grade point required by each
				university for specific programs or who are under academic suspension from the last
				college attended may, after a review of their academic and test records, and at the
				discretion of the admissions officers:
a.
			 Be admitted unconditionally,
b. Be
			 admitted conditionally,
c. Be required
			 to enroll for a tryout period during a preceding summer session, or
d. Be denied admission.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 1 - Admission Rules Common to the Three State Universities › Rule 681-1.7 - Application Fees

Current through Register Vol. 47, No. 3, July 24, 2024
Mandatory application fees for admission to the University of
				Iowa, Iowa State University and the University of Northern Iowa shall be
				approved by the board of regents and shall be based on reasonable costs
				anticipated to be incurred by the institution in processing the application,
				unless otherwise approved by the board of regents.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.1 - Creation and Purpose

Current through Register Vol. 47, No. 3, July 24, 2024
The purpose of these rules is to give effect to the provisions
				of Iowa Code chapter 8A, subchapter IV, related to merit staff employment to
				establish an efficient, effective and uniform system of human resources
				administration for board of regents institutions and staff, to provide equal
				employment opportunity for all and career opportunities comparable to those in
				business and industry.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.2 - Covered Employees

Current through Register Vol. 47, No. 3, July 24, 2024
All merit staff employees of the board of regents will be
				covered under the rules of this system. In accordance with Iowa Code section
				8A.4I2(5) , the merit system includes employees not employed as president,
				dean, director, teacher, professional and scientific staff or student employee
				of the state board of regents.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.25 - Preparation and Maintenance of the Classification Plan

Current through Register Vol. 47, No. 3, July 24, 2024
The merit system director, in consultation with the resident
				directors and subject to the approval of the board of regents, shall develop
				and maintain a classification plan so that all positions that are substantially
				similar and comparable in regard to the kind and difficulty of work and the
				level of responsibility are included in the same class, so that the same
				minimum qualifications are required for all positions in the same class (except
				as provided in 3.69(2)), so that the same pay schedule may be equitably applied
				(except for geographical differences) to all positions in the class. For each
				class the plan will include a class title, a definition of the job, examples of
				the kind of work performed, statements of knowledges, skills and abilities, and
				the minimum qualifications for the class.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.26 - Administration of the Classification Plan

Current through Register Vol. 47, No. 3, July 24, 2024
The merit system director will direct the uniform
				administration of the classification plan. Resident directors may recommend new
				classifications and changes to existing classifications. Employing departments
				and employees may appeal classification and reclassification in accordance with
				681-3.127 (8A).
The merit system director, in consultation with the resident
				directors and subject to the approval of the board of regents, may establish
				new classifications and change or abolish existing classifications which affect
				the merit system pay plan in order to meet the needs of the institutions and to
				properly reflect changes in work and the organization thereof When the changes
				do not affect the pay plan of the merit system, the merit system director may,
				in consultation with the resident directors, change existing classifications
				and report such changes annually to the board of regents. When the
				classification of a position is changed, the incumbent will be entitled to
				continue service in the position provided the incumbent meets the minimum
				qualifications or provided the duties have not changed appreciably. If the
				incumbent is not eligible to continue, the incumbent may be transferred,
				promoted, demoted or laid off in accordance with the rules. Changes in
				classification will not be used to avoid other provisions of these rules
				relating to layoffs, promotions, demotions and dismissal.
A review of individual classifications, classification series,
				or group of classifications may be initiated by the merit system director on a
				system wide basis. The administrative review shall preempt the classification
				appeal procedure provided in
				681-3.127 (8A). Changes in the
				classification of positions resulting from a system wide review shall be
				effective at the beginning of the next fiscal year unless the merit system
				director establishes an earlier date for implementation.
This rule is intended to implement Iowa Code sections
				8A.412(5)
				 and
				8A.413.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.37 - Preparation, Content and Adoption of the Pay Plan

Current through Register Vol. 47, No. 3, July 24, 2024
The board of regents will adopt a pay plan for all the classes
				established in the classification plan. The pay plan will consist of a schedule
				or schedules of numbered grades with minimums and maximums for each grade. Each
				class will be assigned to a pay grade. The plan will be developed to reflect
				the relative difficulty and responsibility of the work involved in the various
				classes, what is paid for similar work by other employers in the pertinent
				labor market, and the availability of funds with due regard to the results of a
				collective bargaining agreement negotiated under the provisions of Iowa Code
				chapter 20. The plan will be uniformly applicable to all regents institutions
				except for variances approved on the basis of geographical
				differences.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.38 - Review and Revision of the Pay Plan

Current through Register Vol. 47, No. 3, July 24, 2024
At least once each year, the complete pay plan will be reviewed
				for revision by the board of regents in the same manner and following the same
				procedure stated in
				681-3.37
				(8A). At any time, new classes may be established and other revisions may be
				made in the plan to reflect proper relationships and to facilitate recruitment
				and retention. Such changes will be effective after approval by the board of
				regents and other authority as required by law.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.40 - Group Insurance Benefits

Current through Register Vol. 47, No. 3, July 24, 2024
Pursuant to the authority of Iowa Code section
				262.9(13),
				each board of regents institution or special school is authorized by the board
				of regents to administer group insurance benefit programs for all regent
				employees subject to any requirements set forth by the board or in the board
				policy manual.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.50 - Applications

Current through Register Vol. 47, No. 3, July 24, 2024
Applications for employment will contain no question so formed
				as to elicit any information prohibited by state or federal statutes, and the
				truth of statements made on the application will be certified by the signature
				of the applicant. Public announcement of vacancies will be made for ten
				calendar days in classifications for which applications are not accepted on a
				continuous basis. Persons with disabilities may request specific examination
				accommodations. Reasonable accommodations will be granted in accordance with
				policies established by the institution. Applications will be kept on file at
				the institution for a period of time to be designated by the resident director
				Each institution may post recruitment announcements for application by
				employees of that institution only.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.51 - Examinations

Current through Register Vol. 47, No. 3, July 24, 2024
Examinations will be practical in nature, constructed to reveal
				the capacity to successfully perform the job for which the applicant is
				competing, and will be rated objectively.
Iowa Administrative Code › Agency 681 - Regents Board › Chapter 3 - Regents Human Resources Management-merit System Rules › Rule 681-3.52 - Character of Examinations

Current through Register Vol. 47, No. 3, July 24, 2024
Examinations may be written or oral and may include physical or
				performance tests, or any combination of these. Examinations may screen for
				such factors as education, experience, aptitude, knowledge, character, physical
				fitness, or other qualifications or attributes which enter into the
				determination of the relative fitness of applicants. The examination process
				must be approved by each institution's resident director
Persons with disabilities may request specific examination
				accommodations. Reasonable accommodations will be granted in accordance with
				policies established by the institution.
Veterans preference shall be applied as provided by
				law.