archives resource center - laws, statutes, regulations re records

7/28/2019 Archives Resource Center - Laws, Statutes, Regulations Re Records

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Information Resources on Archives and Records Administration

for State and Local GovernmentsLinks to resources on state archives and records program Web sites

Note: If any state archives or records administrators know of additional documents that should be listed here,please email information to CoSA staff at [email protected].

Updated November 28, 2011

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Laws, Statutes, Regulations

Alabama

State Records Retention Law

http://alisondb.legislature.state.al.us/acas/CodeOfAlabama/1975/41-13-21.htm Local Government Records Retention Law

http://alisondb.legislature.state.al.us/acas/CodeOfAlabama/1975/41-13-23.htm Open Meetings Act

https://www.openmeetings.alabama.gov/generalpublic/publicdefault.aspx Open Records Act

http://alisondb.legislature.state.al.us/acas/CodeOfAlabama/1975/36-12-40.htm Definition of a Public Record

http://alisondb.legislature.state.al.us/acas/CodeOfAlabama/1975/41-13-1.htm

Alaska

Public Records Statutehttp://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx03/query=!2240!2E21!22/doc/%7Bt15422%7D/h

Archives & Records Management Services regulation

http://www.legis.state.ak.us/cgi-bin/folioisa.dll/aac/query=!224+aac+59!2E005!22/doc/{t16515}?

Public Records Disclosures lawhttp://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx08/query=!2240!2E25!22/doc/%7Bt16369%7D?

Uniform Electronic Records Acthttp://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx08/query=!2209!2E80!22/doc/%7Bt3348%7D?

Personal Information Protection Acthttp://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx08/query=!2245!2E48!22/doc/%7Bt19885%7D?


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American Samoa

Chapter 11: Public Records

http://asbar.org/Newcode/Title%2004.htm#chapter11

Chapter 12: Archives and Records Managementhttp://asbar.org/Newcode/Title%2004.htm#chapter12

Arizona

Public Records Standards and Laws

http://www.lib.az.us/records/laws.cfm What Constitutes a Public Record?

http://www.lib.az.us/records/l-recdef.cfm What is a record? (tip sheet)

http://www.lib.az.us/records/documents/tip%20sheets/what%20is%20a%20record.doc

Uniform Real Property Electronic Recording Acthttp://recorder.maricopa.gov/pdf/Electronic_Recording_Standards.pdf

California

State records management acthttp://www.leginfo.ca.gov/cgi-bin/displaycode?section=gov&group=14001-15000&file=14740-14741

What is a record?http://www.pd.dgs.ca.gov/recsctr/default.htm#calrim

Colorado

Colorado Laws Concerning Public Records

http://www.colorado.gov/dpa/doit/archives/arcopen.html

http://www.colorado.gov/dpa/doit/archives/rm/rmfaqs.htm#1

Connecticut

GL M 97-1 PA 97-89 "An Act Concerning the Recording,

Copying and Maintenance of Certain Public Records"http://www.cslib.org/publicrecords/image.htm

Required Minimum Microfilming Standards for Public Records;

Disposition of Original Records: Policy Statement, General Letter 96-2http://www.cslib.org/publicrecords/micro.htm

Current statutes and the definition of a "public record"http://www.cslib.org/publicrecords/2009PubRecLawsrev.pdf

Delaware

Delaware Freedom of Information Acthttp://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/DE%20Freedom%20of%20Informatio

Delaware Public Records Lawhttp://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/DE%20Public%20Records%20Law.pd


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LOCAL+GOVERNMENT&ActName=Local+Records+Act.

Illinois School Student Records Act (105 ILCS 10)http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1006&ChapAct=

105 ILCS 10/&ChapterID=17&ChapterName=

SCHOOLS&ActName=Illinois+School+Student+Records+Act.

Filmed Records Reproduction Act (5 ILCS 170)

http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=88&ChapAct=5 ILCS 170/&ChapterID=2&ChapterName=

GENERAL+PROVISIONS&ActName=Filmed+Records+Reproduction+Act.

Filmed Records Certification Act (50 ILCS 210)http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=700&ChapAct=


LOCAL+GOVERNMENT&ActName=Filmed+Records+Certification+Act.

Filmed Records Destruction Act (50 ILCS 215)http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=701&ChapAct=


LOCAL+GOVERNMENT&ActName=Filmed+Records+Destruction+Act.

Freedom of Information Act (5 ILCS ACT 140)http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=85&ChapAct=

5 ILCS 140/&ChapterID=2&ChapterName=GENERAL+PROVISIONS&ActName=Freedom+of+Information+Act.

Indiana

Indiana's Public Records: The Legal Framework of Records

and Information Management in State Government

http://www.in.gov/icpr/records_management/pubs/legal.pdf

Iowa

Code of Iowa Chapter 22 - Examination of Public Records (Open Records)

http://search.legis.state.ia.us/nxt/gateway.dll/ic?f=template&fn=default.htm

Code of Iowa Chapter 305 - State Records & Archives http://search.legis.state.ia.us/nxt/gateway.dll/ia?f=templates&fn=default.htm

Kentucky

Managing Government Records: An Introduction to Kentucky's Public Records Management Lahttp://www.kdla.ky.gov/recmanagement/schedules/Managing%20Government%20Records%20-%20F

Kentucky Revised Statues, Chapter 171.410-740http://www.lrc.ky.gov/KRS/171-00/CHAPTER.HTM

Kentucky Administrative Regulations, Title 725

http://www.lrc.ky.gov/kar/TITLE725.HTM

Louisiana

Records Management Policies and Practices (LAC 4:XVII.Chapters 1-15)http://www.sos.louisiana.gov/Portals/0/archives/pdf/rec_mgt.pdf

Maine

Guidelines for Your Records Management Program.


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Introduction / The Law. The Records Management Program for the State of Maine is authorized by MR

Chapter 6, Section 95, Subsection 7 (see page 3 of the manual).

http://www.maine.gov/sos/arc/files/TrainingManual.doc

Maryland

Records management laws, rules, and regulationshttp://www.msa.md.gov/msa/intromsa/html/record_mgmt/homepage.html

What is a public record?http://www.msa.md.gov/msa/intromsa/html/record_mgmt/record.html

Massachusetts

Public Records Law (PDF, 216k)

http://www.sec.state.ma.us/pre/prepdf/pubreclaw.pdf A Guide to the Massachusetts Public Records Law (PDF, 508k)

http://www.sec.state.ma.us/pre/prepdf/guide.pdf

Minnesota

What do you need to know about government records?Section 1 in "Managing Your Government Records: Guidelines for Archives and Agencies"

Presents the definition of government records and summarizes the laws that govern them.

http://www.mnhs.org/preserve/records/recordsguidelines/guidelines1.html

Mississippi

State Government Records Assistancehttp://mdah.state.ms.us/recman/sgrap.php

Missouri

Laws and Codes Pertaining to State Records http://www.sos.mo.gov/records/recmgmt/laws.asp

"What Is a Record?," a Guide to Missouri's State Records Management Programhttp://www.sos.mo.gov/records/recmgmt/whatisarecord.asp

Montana

What is a Public Record?http://sos.mt.gov/Records/What_Is_Record.asp

Montana Codes Annotated

http://data.opi.mt.gov/bills/mca_toc/2_6.htmhttp://data.opi.mt.gov/bills/mca/2/6/2-6-206.htm

http://data.opi.mt.gov/bills/mca/2/9/2-9-201.htm

Montana Administrative Ruleshttp://www.mtrules.org/gateway/ChapterHome.asp?Chapter=44.14

Nebraska

Secretary of State, records Management Division home page


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http://www.sos.ne.gov/staticrecordsmgmt.htm

Nevada

Nevada Administrative Code - Records of State Agencies

http://dmla.clan.lib.nv.us/docs/nsla/records/nac.htm

New Jersey

New Jersey Public Records Related Legislationhttp://www.njarchives.org/links/legislation.html

New Jersey Open Public Records Act

http://www.state.nj.us/opra/ New Jersey Administrative Code Title 15

Department of State Chapter 3 Records Management

Complete text of N.J.A.C. 15:3 in PDF format [767kb]

http://www.njarchives.org/links/pdf/njac-15-3.pdf

o Summary history of N.J.A.C. 15:3

http://www.njarchives.org/links/njac-15-3.html

o N.J.A.C. 15:3 Subchapter 1: General Provisionshttp://www.njarchives.org/links/njac-15-3-1.html

o N.J.A.C. 15:3 Subchapter 2: Records Retentionhttp://www.njarchives.org/links/njac-15-3-2.html

o N.J.A.C. 15:3 Subchapter 3: Standards for Microfilming of Public Recordshttp://www.njarchives.org/links/njac-15-3-3.html

o N.J.A.C. 15:3 Subchapter 4: Image Processing of Public Records

http://www.njarchives.org/links/njac-15-3-4.html

o N.J.A.C. 15:3 Subchapter 5: Certification of Imaging Processing Systemshttp://www.njarchives.org/links/njac-15-3-5.html

o N.J.A.C. 15:3 Subchapter 6: Records Storagehttp://www.njarchives.org/links/njac-15-3-6.html

New Mexico

Governing statuteshttp://www.nmcpr.state.nm.us/info/statutes.htm

New York

Laws and Regulations Relating to Local Government

Recordshttp://www.archives.nysed.gov/a/records/mr_laws_local.shtml What are records?

http://www.archives.nysed.gov/a/records/mr_start.shtml#_What_are_records

North Carolina

N.C.G.S 121The Archives and History Acthttp://www.ncga.state.nc.us/gascripts/Statutes/StatutesTOC.pl?Chapter=0121

N.C.G.S 132The Public Records Act

http://www.ncga.state.nc.us/gascripts/Statutes/StatutesTOC.pl?Chapter=0132

Guidelines for Public Records


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http://www.ah.dcr.state.nc.us/records/guidelines.htm Uniform Real Property Electronic Recording Act

http://www.electronicrecording.org/DesktopDefault.aspx?tabindex=0&tabid=77

North Dakota

Laws related to records (Appendix A) and Definitions of records terminology (Appendix B)in North Dakota Records Management Manual

http://www.nd.gov/itd/records/rmmanual.pdf

Ohio

Ohio Public Records Laws and Legislation

http://www.ohiohistory.org/resource/lgr/lawsandlegislation.html Sections of the Ohio Revised Code respecting the creation,

maintenance, preservation, transfer, and disposal of records.

http://www.ohiohistory.org/resource/statearc/orc.html

Oregon

Oregon Revised Statues 192 and 357

http://www.leg.state.or.us/ors/home.htm Oregon Administrative Rules

http://arcweb.sos.state.or.us/banners/rules.htm

Oklahoma

Rules of the Oklahoma Archives and Records Commissionhttp://www.odl.state.ok.us/oar/administration/oarc.htm

Pennsylvania

Records Law, Statutes, etc.

http://www.portal.state.pa.us/portal/server.pt/community/state_records_management/

3820/laws%2C_management_directives%2C_manuals/493878

Puerto Rico

Public Documents Administration Acthttp://www.icp.gobierno.pr/agp/PDF/ley5.pdf

http://www.ogp.gobierno.pr/html/Tecno_leydocpub.htm

Rhode Island

Records Laws: State recordshttp://www.sos.ri.gov/Archives/pra/laws

Records Laws: Local government recordshttp://www.sos.ri.gov/Archives/lgrp/lawssos.ri.gov/Archives/lgrp/laws

Study of Access to Public Records in Cities and Towns of Rhode Island


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http://www.brown.edu/Departments/Taubman_Center/foi_html/Default.htm

South Carolina

South Carolina Public Records Act

http://www.scstatehouse.gov/code/t30c001.htm

Tennessee

Rules of the Public Records CommissionIncludes definitions of records (permanent, temporary, confidential, archival, essential), citations of rel

http://www.state.tn.us/sos/rules/1210/1210-01.pdf

Texas

State Records Management Laws

http://www.tsl.state.tx.us/slrm/recordspubs/stbull04.html

Utah

Government Records Access and Management Act (GRAMA)http://le.utah.gov/~code/TITLE63G/63G02.htm

Public Recods Management Acthttp://le.utah.gov/~code/TITLE63A/63A12.htm

Vermont

Vermont Public Records and the Right to Know: What is a Public Record?http://vermont-archives.org/records/right-to-know/definition.html

Vermont's Public Record Lawhttp://vermont-archives.org/records/handbook/pdf/PublicRecordsLaw.pdf

Virginia

Virginia Public Records Act

http://www.lva.lib.va.us/whatwedo/records/manuals/00M-APPA.HTM

Washington

Uniform Real Property Electronic Recording Acthttp://apps.leg.wa.gov/documents/billdocs/2007-08/Pdf/Bills/Session%20Law%202008/2459.SL.pdf

West Virginia

Records Management and Preservation of Essential Records Act http://www.state.wv.us/ot/RM_WestVirginiaCode.pdf

Regulations of the West Virginia State Records Administrator http://www.state.wv.us/ot/RM_Definitions.pdf


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Wyoming

Is It a Record?

http://wyoarchives.state.wy.us/Record/index.asp

Wyoming Statutes, Article 4, State Archives, Museums, and Historical Departmenthttp://legisweb.state.wy.us/statutes/statutes.aspx?file=titles/Title9/T9CH2AR4.htm

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Questions or concerns? Contact CoSA at [email protected] updated: November 28, 2011 .