Code of Maine Rules
29 - DEPARTMENT OF THE SECRETARY OF STATE
255 - MAINE STATE ARCHIVES
Chapter 1 - STATE AGENCY RECORDS PROGRAMS
Section 255-1-6 - RECORDS OFFICER

Universal Citation: 29 ME Code Rules ยง 255-1-6

Current through 2024-38, September 18, 2024

A. The head of each agency shall appoint a Records Officer at the managerial level who shall be responsible under their direct supervision for the economical and efficient management of the records of the agency in compliance with the standards, procedures and rules issued by the State Archivist.

The person chosen as Records Officer shall have a thorough knowledge of the organization including statutes and policies, the specialized functions of the agency, and the general records requirements of the State including:

1. Creating internal guidelines for maintaining and using agency records

2. Creating and updating record retention schedules

3. Directing and informing other agency employees concerning the management of records in their custody.

B. The head of each agency shall appoint an Assistant Records Officer for each organizational unit of the agency who shall be immediately responsible for the exercise of such records management functions as are authorized to be performed within the unit for which he is assigned responsibility and which shall operate within the framework of the overall agency program. State agencies shall report the names of the Records Officer and Assistant Records Officers to the Maine State Archives immediately following their appointment. All official correspondence between the agency and the Maine State Archives concerning the retention and disposal of agency records shall be signed by the head of the agency or by the Records Officer.

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