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Records Management Branch

This guide provides an overview of the Records Management Branch and provides useful information to Records Officers.

RECORDS OFFICERS

Statutory Requirements for Designated Agency Records Officer | ARS ยง41-151.14(A)(6)

Agency Responsibilities: 

  • Mandatory Designation: Each state and local agency must appoint a designated Records Officer.
  • Reconfirmation: The agency must verify and reconfirm this individual's identity with the State Library every two years. 

Qualifications of the Records Officer: 

1. Organizational Position

  • Must hold a management-level position. 
  • Must have sufficient authority to effectively manage the agency's records management program. 

2. Primary Responsibilities

  • Serve as the agency's internal records management coordinator. 
  • Act as the primary liaison between the agency and the State Library. 

Key Compliance Requirements:

  • Position must be strategically placed within the organizational hierarchy. 
  • Incumbent must have direct oversight of records management processes. 
  • Maintain active communication with the State Library. 

*Records Officer approval is required for all LAPR filings. This has linkrot

Name of Filing LAPR Approval Duration Submit to LAPR
Certificate of Records Destruction No Approval Needed. Records Officer Submits Form to LAPR At least once annually
Request for Document Imaging of Public Records (Non-Permanent) 5 years 

After expired, or new record series is added 
Request for Document Imaging of Public Records (Permanent - For Web Dissemination Only) 5 years After expired, or new record series is added 
Request for Microfilming of Public Record 5 years After expired, or new record series is added 
Essential Records  No Approval Needed. Submit to LAPR  Every 5 years 
Records Officer Designation Form  Agency Director/Head Signature is Required Before LAPR Submission Every 2 years 

 

Retention Schedule Review Process
Retention schedule reviews are a critical organizational process recommended to be conducted at least every 5 years. This periodic review ensures that records management practices remain current, compliant with evolving legal and regulatory requirements, and aligned with the agency's operational needs. By systematically reassessing record series, citations, and storage methods, agencies can maintain an efficient, up-to-date, and legally sound records management system. Below you will find elaboration on the review steps in the graphic above:

1. Contact Designated Agency Records Officer (RO): The head of the agency should have a designated RO who is responsible for managing and submitting any changes to an agency's record retention schedule(s). 

2. Gather Applicable Retention Schedules: Collect all relevant general and custom record retention schedules to prepare for a comprehensive review. 

3. Records Inventory Assessment: Systematically identify and flag obsolete records, update citations, identify new record series, and document any organizational name changes. 

4. Conduct Interviews with Subject Matter Experts: Engage with department experts to document detailed information about record types, ownership, and storage locations. 

5. Initial LAPR Meeting: Begin the record retention schedule review process with the Records Management Branch at LAPR. 

6. Submit Proposed Revisions: Formally present recommended changes to the record retention schedule for review. 

7. Obtain Final Approval from LAPR: Secure approval from the Records Management Branch at LAPR for the proposed record retention schedule modifications. 

8. Distribute Updated Schedule(s): Circulate the approved record retention schedule(s) throughout the agency. 

9. Ensure Compliance: Implement the new schedule and provide necessary training to ensure proper records management. 

10. Periodic Review: Commit to reviewing and updating the record retention schedule(s) at least once every 5 years. 

Retention Schedule Tips

1. Retention schedule revisions must include the reason for revision or retirement. 

2. Legal citation(s) must be included when a statute explicitly cites retention requirements.