Kansas Administrative Regulations

Regulation Number:53-4-1
Agency Title: STATE RECORDS BOARD
Article Title: Records Officer
Tax Type:All
Brief Description:Records Officer.
Keywords:


Body:

53-4-1 Records Officer. (a) A staff member shall be appointed by the director of each state agency to the position of agency records officer; a separate records officer for each major organizational subdivision may be appointed by directors of larger agencies. The duties of the records officer shall be to:
(1) Maintain a liaison between the agency, the state records board, and the state historical society's department of archives;
(2) prepare and maintain an inventory of each record series in the custody of the agency in cooperation with the archives staff;
(3) prepare and submit retention and disposition schedules for the state agency's records for approval or modification to the state records board in cooperation with the archives staff;
(4) periodically review the agency's records retention and disposition schedules, and submit requests for any needed modifications to the state records board;
(5) disseminate pertinent information regarding records management to appropriate staff members within the state agency; and
(6) formulate and oversee implementation of agency records management policies and procedures with the assistance of the archives staff to ensure compliance with all applicable federal and state statutes and regulations. These policies and procedures shall include:
(A) Precautions against the destruction or other disposition of agency records without authorization of the state records board, except that these records may be transferred to the state archives with the consent of the state archivist under K.S.A. 45-405;
(B) storage conditons and procedures for handling agency records with enduring value that will minimize damage and deterioration;
(C) security arrangements that prevent loss, defacement or destruction of agency records due to theft or vandalism; and
(D) procedures to ensure that all microfilm copies of records with enduring value meet the requirements of K.S.A. 75-3506 and K.S.A. 45-
412.
(b) At the discretion of each agency director, the records officer may be responsible for ensuring adequate public access to agency records as required by the open records act, K.S.A. 45-201 et seq., and for ensuring that satisfactory safeguards exist against unauthorized disclosure of confidential records.
(c) Each records officer shall be a staff member holding an administrative or professional position. The duties of the records officer may be collateral duties to an existing position in the agency. (Authorized by and implementing K.S.A. 75-3504 amended by L. 1988, ch. 366; effective Dec. 5, 1988.)