Louisiana Administrative Code
Title 4 - ADMINISTRATION
Part XVII - Records Management Policies and Practices
Chapter 7 - Transferring Records for Inclusion in Archives Collection
Section XVII-711 - Archives Transmittal Form Required
Universal Citation: LA Admin Code XVII-711
Current through Register Vol. 50, No. 9, September 20, 2024
A. Prior to the delivery to the state archives, the submitting agency must provide completed archives transmittal forms, which will serve as an inventory, sufficiently detailed, to enable archives staff to retrieve records as they are needed.
1. On each transmittal form, the agency shall
include:
a. name and address of
agency;
b. the records officer name
and official title within the agency;
c. contact information (phone and e-mail
address) for the records officer;
d. any restrictions that exist for the
records included on the particular form;
e. the total number of boxes/items to be
transferred;
f. signature of
transmitting records officer and date signed by officer;
g. page number and total number of pages of
transmittal (i.e., Page 1 of 5).
2. For each box or item, agency shall include
on the transmittal:
a. title of records series
as it appears on the agency's approved retention schedule;
b. more that one box may be listed on an
archival transmittal form.
3. Submission and the acceptance of an
archives transmittal form from an agency or donor by the state archives
constitutes an Act of Donation to the state archives by the agency or donor,
and transfers all rights and ownership of the records to the state
archives.
4. The state archives
will return a signed copy of the archival transmittal form signed by the
receiving archivist after the transmittal has been processed.
AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.
Disclaimer: These regulations may not be the most recent version. Louisiana may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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