CHAPTER 10:04:01
GENERAL PROVISIONS
Section
10:04:01:01 Definitions.
10:04:01:02 Agency records officer designation.
10:04:01:03 Duties of agency records officer.
10:04:01:04 State records manager to approve purchase of microfilm systems.
10:04:01:05 Relocation of micrographic equipment.
10:04:01:01. Definitions. Terms defined in SDCL 1-27-9 and in § 10:03:01:01 have the same meaning in this article. In addition, terms used in this article are defined as follows:
(1) "Temporary records," records with retention periods of less than 50 years, as determined by the records retention and destruction schedules approved by the state records manager and the state records destruction board;
(2) "Long-term records," records with retention periods of 50 years or longer, as determined by the records retention and destruction schedules approved by the state records manager and the state records destruction board;
(3) "Micrographics," roll microfilms, microfiche, aperture cards, and all other formats produced by any method of microphotography or other means of miniaturization, which are readable by use of magnification and illumination;
(4) "Legibility," the quality of a letter or numeral that enables the observer to identify it positively and quickly to the exclusion of all other letters or numerals;
(5) "Readability," the quality of a group of letters or numerals that makes it recognizable as words or complete numbers;
(6) "Positive image," documents or film with dark characters on a light background;
(7) "Negative image," documents or film with light characters on a dark background; and
(8) "Security copy," the original silver halide film in roll form for source documents, and in either roll or microfiche form for computer output.
Source: 11 SDR 91, effective January 15, 1985.
General Authority: SDCL 1-27-16.
10:04:01:02. Agency records officer designation. The head of a state department, bureau, board, council, or institution is responsible for the overall coordination of records management activities within the agency. He may act as the records officer for his agency to carry out this responsibility or he may designate a records officer from the management or professional level to act in his place.
Source: 11 SDR 91, effective January 15, 1985.
General Authority: SDCL 1-27-16.
10:04:01:03. Duties of agency records officer. In accordance with the provisions of SDCL 1-27, articles 10:03, 10:04, and 24:51, the records officer designated in § 10:04:01:02 shall do the following:
(1) Maintain an active, continuing program for the efficient and economical management of the recordkeeping activities of the agency;
(2) Maintain records containing complete documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency, designed to furnish information to protect the legal and financial rights of the state and of persons directly affected by the agency's activities;
(3) Submit to the state records manager the records retention and destruction schedules required by SDCL 1-27-13 and 1-27-14;
(4) Submit an inventory to the state records manager of the records in the custody or under the control of the agency on forms supplied by the state records manager;
(5) Review the inventory and the retention and destruction schedules annually and petition changes to the state records manager to make the schedules current, accurate, and complete;
(6) Supervise the preparation of records and transfer forms for conveyance to the state record center or state archives;
(7) Enforce compliance with authorized record retention and destruction schedules; and
(8) Represent the agency in all record-related matters upon request of the state records manager or the state records destruction board.
Source: 11 SDR 91, effective January 15, 1985.
General Authority: SDCL 1-27-16.
10:04:01:04. State records manager to approve purchase of microfilm systems. No state agency may purchase a microfilm system or any equipment, supplies, or services prior to the approval of the state records manager. The state records manager may approve internal microfilming by a state agency only if the microfilming may not be feasibly completed by existing state systems, equipment, supplies, or services and is necessary to a particular operation within the state agency.
Source: 11 SDR 91, effective January 15, 1985; 39 SDR 203, effective June 10, 2013.
General Authority: SDCL 1-27-16.
Law Implemented: SDCL 1-27-12.
10:04:01:05. Relocation of micrographic equipment. The state records manager may relocate micrographic equipment within or between agencies or departments of the state if a potential economy or a substantial operating convenience for the state would result.
Source: 11 SDR 91, effective January 15, 1985.
General Authority: SDCL 1-27-16.
Law Implemented: SDCL 1-27-12.
