<html> <head> <title>Rule 10:04:01:03 Duties of agency records officer.</title> <META NAME="Keywords" Content="Administrative Rules 10:04:01:03"> <META NAME="Description" Content="Administrative Rules 10:04:01:03 Duties of agency records officer."> <meta name=Generator content="Microsoft Office HTML Filter 2.0"> <meta http-equiv=Content-Type content="text/html; charset=windows-1252"> <meta name=Originator content="Microsoft Word 10"> <style> <!-- --> </style> </head> <body lang=EN-US> <div> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <b>10:04:01:03.&nbsp;&nbsp;Duties of agency records officer.</b> In accordance with the provisions of SDCL <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27">1-27</A>, articles <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=10">10</A>:03, 10:04, and 24:51, the records officer designated in &nbsp;10:04:01:02 shall do the following:</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (1)&nbsp;&nbsp;Maintain an active, continuing program for the efficient and economical management of the recordkeeping activities of the agency;</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (2)&nbsp;&nbsp;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;</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (3)&nbsp;&nbsp;Submit to the state records manager the records retention and destruction schedules required by SDCL <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27-13">1-27-13</A> and <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27-14">1-27-14</A>;</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (4)&nbsp;&nbsp;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;</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (5)&nbsp;&nbsp;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;</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (6)&nbsp;&nbsp;Supervise the preparation of records and transfer forms for conveyance to the state record center or state archives;</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (7)&nbsp;&nbsp;Enforce compliance with authorized record retention and destruction schedules; and</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; (8)&nbsp;&nbsp;Represent the agency in all record-related matters upon request of the state records manager or the state records destruction board.</p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <b>Source:</b> 11 SDR 91, effective January 15, 1985. </p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <b>General Authority:</b> SDCL <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27-16">1-27-16.</A></p> <p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <b>Law Implemented:</b> SDCL <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27-10">1-27-10</A>, <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27-12">1-27-12</A> to <A HREF="/statutes/DisplayStatute.aspx?Type=Statute&Statute=1-27-14">1-27-14.</A></p> </div> </body> </html>