National Academies Press: OpenBook
« Previous: APPENDIX C: Security Exemptions to State Public Records/Freedom of Information Laws
Page 70
Suggested Citation:"APPENDIX D: State Records Management Laws." National Academies of Sciences, Engineering, and Medicine. 2010. Reconciling Security, Disclosure, and Record-Retention Requirements in Transit Procurements. Washington, DC: The National Academies Press. doi: 10.17226/14404.
×
Page 70
Page 71
Suggested Citation:"APPENDIX D: State Records Management Laws." National Academies of Sciences, Engineering, and Medicine. 2010. Reconciling Security, Disclosure, and Record-Retention Requirements in Transit Procurements. Washington, DC: The National Academies Press. doi: 10.17226/14404.
×
Page 71
Page 72
Suggested Citation:"APPENDIX D: State Records Management Laws." National Academies of Sciences, Engineering, and Medicine. 2010. Reconciling Security, Disclosure, and Record-Retention Requirements in Transit Procurements. Washington, DC: The National Academies Press. doi: 10.17226/14404.
×
Page 72
Page 73
Suggested Citation:"APPENDIX D: State Records Management Laws." National Academies of Sciences, Engineering, and Medicine. 2010. Reconciling Security, Disclosure, and Record-Retention Requirements in Transit Procurements. Washington, DC: The National Academies Press. doi: 10.17226/14404.
×
Page 73

Below is the uncorrected machine-read text of this chapter, intended to provide our own search engines and external engines with highly rich, chapter-representative searchable text of each book. Because it is UNCORRECTED material, please consider the following text as a useful but insufficient proxy for the authoritative book pages.

70 APPENDIX D: State Records Management Laws Links to citations are provided for convenience; transit agencies should verify statutory language from official sources. Alabama:513 Public Records, Chapter 13 of Title 41, www.legislature.state.al.us/CodeofAlabama/1975/coatoc.htm. Alaska: Alaska Statutes, Title 40, Chapter 21, Management and Preservation of Public Records, www.touchngo.com/lglcntr/akstats/Statutes/Title40/Chapter21.htm. Arizona: Ariz. Rev. Stat. § 39-121.01. Definitions; maintenance of records; copies, printouts, or photographs of public records; examination by mail; index, www.azleg.gov/FormatDocument.asp?inDoc=/ars/39/00121- 01.htm&Title=39&DocType=ARS; Ariz. Rev. Stat. Title 41, Chapter 8, Article 3, Arizona State Library, Archives and Public Records, www.azleg.state.az.us/ArizonaRevisedStatutes.asp?Title=41; Ariz. Rev. Stat. § 41-1346, www.azleg.state.az.us/FormatDocument.asp?inDoc=/ars/41/01346.htm&Title=41&DocType=ARS; Records Re- tention and Disposition for Arizona Counties, www.lib.az.us/records/pdf/County_RD.pdf. Arkansas: State agencies, Ark. Code Ann. §§ 25-18-601 to -605; county agencies, Ark. Code Ann. §§ 13-4-301 to -308. California: Government Code § 12236, www.leginfo.ca.gov/cgi-bin/displaycode?section=gov&group=12001- 13000&file=12220-12237; Local Government Records Management Guidelines, www.sos.ca.gov/archives/local- gov-program/pdf/records-management-8.pdf. Colorado: Colorado Revised Statutes, Title 24, Article 80, www.michie.com/colorado/lpext.dll?f=templates&fn=main-h.htm&cp; Colorado Municipal Records Retention Schedule, www.colorado.gov/dpa/doit/archives/rm/MunicipalRMM/; www.colorado.gov/dpa/doit/archives/rm/MunicipalRMM/Sched7.pdf. Connecticut: Conn. Gen. Stat. § 11-8. Records management program. Public Records Administrator, www.cga.ct.gov/2009/pub/chap188.htm#Sec11-8.htm; Disposition of Local Government Records, www.cslib.org/publicrecords/prlocalgov.htm. Delaware: Delaware Public Records Law, 29 Del. Code §§ 501–526, http://delcode.delaware.gov/title29/c005/sc01/index.shtml; General Records Retention Schedules, http://archives.delaware.gov/govsvcs/general_records_retention_schedules/index.shtml. District of Columbia: D.C. Code, Title 2, Chapter 17, Public Records Management, §§ 2-1701 to 2-1714, http://government.westlaw.com/linkedslice/default.asp?SP=DCC-1000. Florida:514 Fla. Stat. § 257.36, Records and information management, www.flsenate.gov/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0257/SEC36.HTM &Title=-%3E2008-%3ECh0257-%3ESection%2036#0257.36; General Records Schedule GS1-SL for State and Local Government Agencies, http://dlis.dos.state.fl.us/barm/genschedules/GS1-SL-2006_RevSept2007.pdf. Georgia: Georgia Records Act, Ga. Code Ann. § 50-18-90 et seq., www.sos.georgia.gov/Archives/who_are_we/rims/best_practices_resources/georgia_records_act.htm; Retention Schedules For Local Government Records, http://sos.georgia.gov/archives/pdf/records_and_information_management_services/rslgr.pdf. 513 Government Records Division provides records management assistance to state and local agencies, www.archives.state.al.us/officials/rec-center.html. 514 Services for Records Managers, including records retention scheduling and disposition, http://dlis.dos.state.fl.us/index_RecordsManagers.cfm.

71 Hawaii: Haw. Rev. Stat., Chapter 92, Public Agency Meetings and Records, § 92-31, Disposition of original record, http://luc.state.hi.us/docs/hrs_92.pdf; § 94-3, Disposal of government records generally, www.capitol.hawaii.gov/hrscurrent/Vol02_Ch0046-0115/HRS0094/HRS_0094-0003.htm; State of Hawaii Gen- eral Records Schedules, http://hawaii.gov/dags/archives/records-management/GRS%202002%20- %20revised%205-06.pdf; Records Management Process, http://hawaii.gov/dags/archives/Records%20management%20process.pdf. Idaho: 67-5751 Records Management, www.legislature.idaho.gov/idstat/Title67/T67CH57SECT67-5751.htm, http://adm.idaho.gov/purchasing/RecordsCenter/RecordRetentionBook.pdf. Illinois: Local Records Act, 50 Ill. Comp. Stat. 205/, www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=699&ChapAct=50%A0ILCS%A0205/&ChapterID=11&ChapterNa me=LOCAL+GOVERNMENT&ActName=Local+Records+Act. Indiana: Ind. Code 5-15-5.1, State Commission on Public Records, www.ai.org/legislative/ic/code/title5/ar15/ch5.1.html; Ind. Code 5-15-6, Local Public Records Commissions, www.ai.org/legislative/ic/code/title5/ar15/ch6.html.515 Iowa: State Records and Archives, http://www.iowahistory.org/archives/. Kansas: Kan. Stat. Ann. Chapter 45. —PUBLIC RECORDS, DOCUMENTS AND INFORMATION, Article 4.—PUBLIC RECORDS PRESERVATION [Accessible from www.kslegislature.org/legsrv-statutes/index.do]. Kentucky: State Archives and Records Act, Ky. Rev. Stat. 171.410-171.740, www.lrc.ky.gov/KRS/171- 00/CHAPTER.HTM; Local Records Retention Schedules, www.kdla.ky.gov/recmanagement/localschedule.htm. Louisiana: La. Rev. Stat. Title 44: Public records and recorders, www.legis.state.la.us/lss/lss.asp?folder=118; La. Rev. Stat. § 44:36, Preservation of records, www.legis.state.la.us/lss/lss.asp?doc=99704; La. Rev. Stat. 44:410, www.legis.state.la.us/lss/lss.asp?doc=99731. Maine: 5 Me. Rev. Stat. Ann. § 95, Powers and duties of State Archivist, www.mainelegislature.org/legis/statutes/5/title5sec95.html; 5 Me. Rev. Stat. Ann. § 95-B, Local government re- cords, www.mainelegislature.org/legis/statutes/5/title5sec95-B.html; Code of Maine Rules, 29 255 Maine State Archives, Chapter 10, Rules for Disposition of Local Government Records, http://www.maine.gov/sos/cec/rules/29/chaps29.htm. Maryland: Annotated Code of Maryland State Government Article 10, §§ 631–34, www.msa.md.gov/msa/intromsa/html/record_mgmt/pdf/sg_title10_631-634.pdf ; COMAR 14.18.02; County agency records retention and disposition schedules, http://guide.mdsa.net/series.cfm?action=viewDetailedSeries&ID=se53 ; Municipal agency records retention and disposition schedules, http://guide.mdsa.net/series.cfm?action=viewDetailedSeries&ID=se54. Massachusetts: Mass. Gen. Laws c. 66, § 8, Preservation and destruction of records, books and papers [time- line for keeping state, county, city, and town records], www.mass.gov/legis/laws/mgl/66-8.htm. Michigan: Mich. Comp. Laws 18.1284–92, Management and Budget Act, Records Management, www.legislature.mi.gov/(S(yfirvcqdnbqsru2k0hguox55))/mileg.aspx?page=getObject&objectName=mcl-Act-431- of-1984; General Schedules for Local Government, www.michigan.gov/hal/0,1607,7-160-17451_18673_31548- 56101--,00.html ; Local Government Records Management and Preservation, www.michigan.gov/documents/hal_mhc_rms_Local_RM_Manual_116243_7.pdf. Minnesota: Minn. Stat. 138.17 Government Records; Administration, www.revisor.leg.state.mn.us/statutes/?id=138.17; Minn. Stat. 138.225, www.revisor.leg.state.mn.us/statutes/?id=138; Prohibition Against Unauthorized Disposal of Records; Penalty; General Records Retention Schedule for Minnesota Cities, www.mcfoa.org/vertical/Sites/%7B067FFB58-E3CD- 42BA-9FB1-11EFC7933168%7D/uploads/%7B6ADE9FAA-D990-4057-AF2B-77EB5ED7E3B7%7D.PDF. 515 For other resources, see www.in.gov/icpr/2771.htm.

72 Mississippi: Mississippi Code of 1972, Chapter 60, Local Government Records [accessible from http://michie.com/mississippi/lpext.dll?f=templates&fn=main-h.htm&cp=]; Local Government Records Retention Schedule, http://mdah.state.ms.us/recman/schedulemain.php. Missouri: The State and Local Records Law, Sections 109.200 to 109.310, Missouri Revised Statutes Chapter 109, Public and Business Records, www.moga.mo.gov/STATUTES/C109.HTM; Local Records, Records Sched- ules, www.sos.mo.gov/archives/localrecs/schedules/. Montana: Public Records Management, Mont. Code Ann. 2-6-201 through 2-6-214, http://data.opi.mt.gov/bills/MCA_toc/2_6_2.htm; Local Government Records Schedules, http://sos.mt.gov/Records/forms/local/Local_Records_Intro.pdf. Nebraska: Records Management Act, Neb. Rev. Stat. §§ 84-1201 to 84-1228, www.sos.ne.gov/records- management/records_mgmt_act.html. Nevada: Nev. Rev. Stat. 239.085 State records: Disposition by Department of Transportation, www.leg.state.nv.us/NRS/NRS-239.html#NRS239Sec085; Nev. Rev. Stat. 239.121-125 Local governmental re- cords, www.leg.state.nv.us/NRS/NRS-239.html#NRS239Sec121; Nev. Rev. Stat. 11.208, Action by contractor against Department of Transportation upon contract for construction, reconstruction, improvement, or mainte- nance of highway, www.leg.state.nv.us/NRS/NRS-011.html. New Hampshire: Archives and Records Management Act, N.H. Rev. Stat. Ann. 5:26-5:51, www.gencourt.state.nh.us/rsa/html/NHTOC/NHTOC-I-5.htm; N.H. Rev. Stat. Ann. 33-A:4, Disposition Sched- ule, www.gencourt.state.nh.us/rsa/html/III/33-A/33-A-3-a.htm. New Jersey: Public Records, N.J. Rev. Stat. 47:1-1 et seq., www.state.nj.us/state/darm/links/statutes.html; N.J.A.C. 15:3 Records Retention, www.state.nj.us/state/darm/links/regulations.html. New Mexico: Public Records, Section 14-3-1 et seq. (accessible from www.conwaygreene.com/nmsu/lpext.dll?f=templates&fn=main-h.htm&2.0); Title 1, General Government Ad- ministration, Chapter 19, Local Government Records Retention nd Disposition Schedule (LGRRDS), Part 8, New Mexico Municipalities, www.nmcpr.state.nm.us/nmac/parts/title01/01.019.0008.htm. New York: Local Government Records Law, Article 57-A, Arts & Cultural Affairs Law, §§ 57-13 through 57- 39, www.archives.nysed.gov/a/records/mr_laws_acal57A.pdf; Managing Records, www.archives.nysed.gov/a/records/index.shtml. North Carolina: North Carolina Archives and History Act, N.C. Gen. Stat. §§ 121[ ]1 et seq., www.ncleg.net/EnactedLegislation/Statutes/HTML/ByChapter/Chapter_121.html; 07 NCAC 04M .0101 et seq., http://reports.oah.state.nc.us/ncac/title%2007%20-%20cultural%20resources/chapter%2004%20- %20archives%20and%20history/subchapter%20m/subchapter%20m%20rules.pdf. North Dakota: Records Management Act, N.D. Cent. Code § 54-46-01 et seq., www.legis.nd.gov/cencode/t54c46.pdf. Ohio: Ohio Revised Code, Chapter 149: Documents, Reports, and Records, http://codes.ohio.gov/orc/149; Ohio Rev. Code Ann. § 149.431 Records of governmental or nonprofit organizations receiving governmental funds, http://codes.ohio.gov/orc/149.431. Oklahoma: Records Management Act, 67 Okla. Stat. §§ 201 through 216, accessible from www.lsb.state.ok.us/osstatuestitle.html. Oregon: Archiving of Public Records, Or. Rev. Stat. §§ 192.005 to 192.170, www.leg.state.or.us/ors/192.html; Records Management Procedures, Or. Admin. R. §§ 166-030-0005 to 166-030-0070, http://arcweb.sos.state.or.us/rules/OARS_100/OAR_166/166_tofc.html; Oregon State Archives, http://arcweb.sos.state.or.us/banners/legis.htm.

73 Pennsylvania: 71 Pa. Stat. § 207, Filing and record systems [Title 71, I, Ch. 2, Art. V, accessible from http://government.westlaw.com/linkedslice/default.asp?SP=pac-1000]; 71 Pa. Stat. § 241, The Governor [Tit. 71, I, Ch. 2, Art. VII, accessible from http://government.westlaw.com/linkedslice/default.asp?SP=pac-1000]; Records Management, www.portal.state.pa.us/portal/server.pt/community/records_management/2632. Rhode Island: R.I. Gen. Laws 38-1 Public Records—Custody and Protection, www.rilin.state.ri.us/Statutes/TITLE38/38-1/INDEX.HTM; R.I. Gen. Laws 38-3 Public Records—Public Records Administration Act, www.rilin.state.ri.us/Statutes/TITLE38/38-3/INDEX.HTM. South Carolina: S.C. Code Ann. § 30-1-80, www.scstatehouse.gov/code/t30c001.htm. South Dakota: S.D. Codified Laws 1-27-9 to 1-27-19, Records management programs, http://legis.state.sd.us/statutes/DisplayStatute.aspx?Statute=1-27&Type=Statute; S.D. Codified Laws 1-27-4.1, Format of written contracts, http://legis.state.sd.us/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27- 4.1; South Dakota Municipalities Records Retention and Destruction Schedule, www.state.sd.us/boa/2005%20Municipal%20Manual.pdf ; Records Management, www.state.sd.us/boa/records.htm. Tennessee: Public Records, Tenn. Code Ann. Title 10, Chapter 7 [Accessible from www.michie.com/tennessee/lpext.dll?f=templates&fn=main-h.htm&cp=tncode]; Rules of Public Records Com- mission, Chapter 1210-1, www.state.tn.us/sos/rules/1210/1210-01.pdf. Texas: Preservation and Management of State Records and Other Historical Resources Government Code, Chapter 441, Subchapter L, www.tsl.state.tx.us/slrm/recordspubs/stbull04.html#pres; Section 441.185, Record Retention Schedules, www.tsl.state.tx.us/slrm/recordspubs/stbull04.html#441185. Utah: Archives and Records Service, 63A Utah Code Chapter 12, www.le.utah.gov/UtahCode/section.jsp?code=63A-12; Retention Schedules, http://archives.utah.gov/recordsmanagement/retention-schedule-menu.html. Vermont: 3 Vt. Stat. Ann. § 117. Vermont state archives and records administration, www.leg.state.vt.us/statutes/fullsection.cfm?Title=03&Chapter=005&Section=00117; 1 Vt. Stat. Ann. § 317a. Disposition of public records, www.leg.state.vt.us/statutes/fullsection.cfm?Title=01&Chapter=005&Section=00317a. Virginia: Virginia Public Records Act, Va. Code §§ 42.1-76 to 42.1-90.1, http://leg1.state.va.us/cgi- bin/legp504.exe?000+cod+TOC42010000007000000000000. Washington: Chapter 40.14 Wash. Rev. Code, Preservation and destruction of public records, http://apps.leg.wa.gov/RCW/default.aspx?cite=40.14. West Virginia: Records Management and Preservation of Essential Records Act, § 5A-8-1 et seq., www.legis.state.wv.us/WVCODE/Code.cfm?chap=05a&art=8#08. Wisconsin: Wis. Stat. § 19.21, Custody and delivery of official property and records, www.legis.state.wi.us/statutes/Stat0019.pdf. Wyoming: Wy. Stat. §§ 9-2-401 to 9-2-413, http://legisweb.state.wy.us/statutes/titles/Title9/Title9.htm; Wyo- ming State Archives, Records Management Manual, http://wyoarchives.state.wy.us/RecMan/pdf/RecordsManual.pdf.

Next: APPENDIX E: Sample Nondisclosure Agreements »
Reconciling Security, Disclosure, and Record-Retention Requirements in Transit Procurements Get This Book
×
MyNAP members save 10% online.
Login or Register to save!
Download Free PDF

TRB‘s Transit Cooperative Research Program (TCRP) Legal Research Digest 32: Reconciling Security, Disclosure, and Record-Retention Requirements in Transit Procurements highlights the legal requirements that are relevant to the transit procurement process of balancing the competing needs of open government and public security. The report explores federal and state requirements concerning record retention and disclosure, as well as practices transit agencies have adopted to meet their responsibilities in balancing these competing public policy interests.

  1. ×

    Welcome to OpenBook!

    You're looking at OpenBook, NAP.edu's online reading room since 1999. Based on feedback from you, our users, we've made some improvements that make it easier than ever to read thousands of publications on our website.

    Do you want to take a quick tour of the OpenBook's features?

    No Thanks Take a Tour »
  2. ×

    Show this book's table of contents, where you can jump to any chapter by name.

    « Back Next »
  3. ×

    ...or use these buttons to go back to the previous chapter or skip to the next one.

    « Back Next »
  4. ×

    Jump up to the previous page or down to the next one. Also, you can type in a page number and press Enter to go directly to that page in the book.

    « Back Next »
  5. ×

    To search the entire text of this book, type in your search term here and press Enter.

    « Back Next »
  6. ×

    Share a link to this book page on your preferred social network or via email.

    « Back Next »
  7. ×

    View our suggested citation for this chapter.

    « Back Next »
  8. ×

    Ready to take your reading offline? Click here to buy this book in print or download it as a free PDF, if available.

    « Back Next »
Stay Connected!