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Records Management Branch

This guides answers questions about our Records Management program and provides useful information for records managers and custodians.

Record Officers

ARS §41-151.14.A.6:

A. The head of each state and local agency shall:

Designate an individual within the agency to manage the records management program of the agency. The agency shall reconfirm the identity of this individual to the state library every other year. The designated individual:

(a) Must be at a level of management sufficient to direct the records management program in an efficient and effective manner.

(b) Shall act as coordinator and liaison for the agency with the state library.

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

Name of Filing Length of LAPR approval Frequency of Filing
Certificate of Records Destruction No Approval Needed. Records Officer submits form to LAPR At least once annually
Request for Document Imaging of Public Records  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  Your Agency Director/Head signature is required before LAPR submission Every 2 years 

 

A oval game board outlining the 10 steps for the full retention schedule review process.

Full Retention Schedule Review Checklist- Recommended every 5 years.  

  1. Contact Department Records Officer | Director designates Records Officer (All changes to the custom schedule must be submitted through the agency's designated Records Officer )
  2. Gather applicable general and custom schedules for review
  3. Records Inventory Assessment| Check for:
    1. Obsolete record series , Changes to federal or state citations and/ or rules, Newly created record series not found on any retention schedule, record series and department name changes
  4. Conduct records inventory interviews  with subject mater experts to identify all record information including: record title, office of record, and location.
  5. Meeting with LAPR to start Retention Schedule Review 
  6. Submit Retention Schedule Revisions 
  7. Get Final LAPR Approval 
  8. Records Officer distribute approved retention schedule to agency.
  9. Records Officer ensures compliance with schedules, and conducts training as necessary. 
  10. Records Officer reviews schedules at least every 5 years 

Retention Schedule Tips

  1. Retention schedule revisions must include the reason for revision or retirement. 
  2.  Include legal citation only when statute explicitly cites retention period requirements. 

 

 

Records Inventory Assessment