Information Resources on Archives and Records Administration for State and Local Governments

Links 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 info@statearchivists.org. 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 Statute http://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx03/query=!2240!2E21!22/doc/%7Bt15422%7D/hit_heading 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 law http://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx08/query=!2240!2E25!22/doc/%7Bt16369%7D? Uniform Electronic Records Act http://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx08/query=!2209!2E80!22/doc/%7Bt3348%7D? Personal Information Protection Act http://www.legis.state.ak.us/cgi-bin/folioisa.dll/stattx08/query=!2245!2E48!22/doc/%7Bt19885%7D?

leginfo.az. Disposition of Original Records: Policy Statement.dgs. .az. Copying and Maintenance of Certain Public Records" http://www.gov/cgi-bin/displaycode?section=gov&group=14001-15000&file=14740-14741.cfm What Constitutes a Public Record? http://www. General Letter 96-2 http://www.ca.lib.lib.1 What is a record? http://www.colorado.pdf California • • State records management act http://www.cslib.lib.org/publicrecords/micro.htm#chapter12 Arizona • • • • Public Records Standards and Laws http://www.htm#calrim Colorado • Colorado Laws Concerning Public Records http://www.American Samoa • • Chapter 11: Public Records http://asbar.htm#1 Connecticut • GL M 97-1 PA 97-89 "An Act Concerning the Recording.gov/dpa/doit/archives/arcopen.doc Uniform Real Property Electronic Recording Act http://recorder.htm Current statutes and the definition of a "public record" http://www.org/publicrecords/2009PubRecLawsrev.pdf http://archives.org/Newcode/Title%2004.us/records/laws.gov/govsvcs/pdfs/Records%20Policies/DE%20Public%20Records%20Law.htm • • Required Minimum Microfilming Standards for Public Records.gov/recsctr/default.cslib.colorado.pd.maricopa.cslib.gov/pdf/Electronic_Recording_Standards.cfm What is a record? (tip sheet) http://www.us/records/l-recdef.ca.az.org/publicrecords/image.delaware.html http://www.htm#chapter11 Chapter 12: Archives and Records Management http://asbar.delaware.pdf Delaware • • Delaware Freedom of Information Act Delaware Public Records Law http://archives.gov/govsvcs/pdfs/Records%20Policies/DE%20Freedom%20of%20Information%20Act.gov/dpa/doit/archives/rm/rmfaqs.org/Newcode/Title%2004.us/records/documents/tip%20sheets/what%20is%20a%20record.

state.cfm o Chapter 119.asp?ActID=86&ChapAct= 5 ILCS 160/&ChapterID=2&ChapterName= GENERAL+PROVISIONS&ActName=State+Records+Act.gov/dags/archives/records-management/ Shortcuts%20to%20laws%20on%20records.state. Florida Administrative Code--Electronic Recordkeeping o Chapter 1B-26.idahohistory.ga. Florida Rules of Judicial Administration -. Florida Administrative Code--Real Property Electronic Recording o Chapter 2.pdf Law regarding government electronic records http://hawaii.htm Open Records Act http://www.asp?ActID=699&ChapAct= 50 ILCS 205/&ChapterID=11&ChapterName= • . Florida Administrative Code--Public Records Scheduling and Dispositioning o Chapter 1B-26.Judicial Branc records retention (PDF) Georgia • Summary of Georgia Record Keeping Laws http://www.sos.htm • Hawai`i • Hawaii Laws that Apply to Retention & Disposition of Government Records http://hawaii. The Local Records Act (50 ILCS ACT 205) http://www.sos.003.ga.ga.state.gov/legislation/ilcs/ilcs3.us/archives/who_are_we/rims/ best_practices_resources/microforms_act.us/archives/who_are_we/rims/ best_practices_resources/summary_georgia_record_keeping_laws.net/library_collections.ilga.state.gov/legislation/ilcs/ilcs3. 2008 Florida Statutes--Public Libraries and State Archives o Chapter 1B-11.430-2.htm Georgia Microforms Act http://www. Florida Administrative Code--Microfilm Standards o Chapter 1B-31.pdf • Idaho • Idaho Code http://www.sos.us/archives/who_are_we/rims/ best_practices_resources/open_records_act.fl.0021.Florida • Statutes and Administrative Code Rules Relating to Archives and Records Management http://dlis. Florida Administrative Code--Use of Archives and Archives Facilities o Chapter 1B-24.us/recordsmgmt/statutes.gov/dags/archives/records-management/Law%20 Regarding%20Government%20Electronic%20Records.state.440 and Retention Schedule.sos.ilga.ga.dos.us/archives/who_are_we/rims/ best_practices_resources/georgia_records_act.htm • • Georgia Records Act http://www.html# Illinois • The State Records Act (5 ILCS 160) http://www. 2008 Florida Statutes--Public Records Law o Chapter 257.

gov/kar/TITLE725.ilga.kdla.gov/recmanagement/schedules/Managing%20Government%20Records%20-%20Final.dll/ia?f=templates&fn=default.ky.lrc.htm Code of Iowa Chapter 305 .htm Kentucky • • • Managing Government Records: An Introduction to Kentucky's Public Records Management Law http://www.pdf Maine • Guidelines for Your Records Management Program.in.gov/KRS/171-00/CHAPTER.ilga.HTM Kentucky Administrative Regulations.dll/ic?f=template&fn=default.Examination of Public Records (Open Records) http://search.asp?ActID=88&ChapAct= 5 ILCS 170/&ChapterID=2&ChapterName= GENERAL+PROVISIONS&ActName=Filmed+Records+Reproduction+Act.HTM Louisiana • Records Management Policies and Practices (LAC 4:XVII.lrc.us/nxt/gateway.us/nxt/gateway. Chapter 171. . Illinois School Student Records Act (105 ILCS 10) http://www.sos.• • • • • LOCAL+GOVERNMENT&ActName=Local+Records+Act. Indiana • Indiana's Public Records: The Legal Framework of Records and Information Management in State Government http://www.ilga.gov/icpr/records_management/pubs/legal.gov/legislation/ilcs/ilcs3.asp?ActID=1006&ChapAct= 105 ILCS 10/&ChapterID=17&ChapterName= SCHOOLS&ActName=Illinois+School+Student+Records+Act. Filmed Records Destruction Act (50 ILCS 215) http://www.asp?ActID=85&ChapAct= 5 ILCS 140/&ChapterID=2&ChapterName= GENERAL+PROVISIONS&ActName=Freedom+of+Information+Act.legis.gov/legislation/ilcs/ilcs3.gov/legislation/ilcs/ilcs3. Filmed Records Certification Act (50 ILCS 210) http://www.ia.state.ilga.legis.ilga.pdf Kentucky Revised Statues.Chapters 1-15) http://www.louisiana.state.ia.asp?ActID=700&ChapAct= 50 ILCS 210/&ChapterID=11&ChapterName= LOCAL+GOVERNMENT&ActName=Filmed+Records+Certification+Act. Freedom of Information Act (5 ILCS ACT 140) http://www.pdf Iowa • • Code of Iowa Chapter 22 .ky.gov/legislation/ilcs/ilcs3.gov/Portals/0/archives/pdf/rec_mgt. Title 725 http://www.410-740 http://www.gov/legislation/ilcs/ilcs3.State Records & Archives http://search. Filmed Records Reproduction Act (5 ILCS 170) http://www.ky.asp?ActID=701&ChapAct= 50 ILCS 215/&ChapterID=11&ChapterName= LOCAL+GOVERNMENT&ActName=Filmed+Records+Destruction+Act.

mo.asp Montana • • What is a Public Record? http://sos. The Records Management Program for the State of Maine is authorized by MRSA Title Chapter 6. Subsection 7 (see page 3 of the manual). Section 95. rules.gov/bills/mca/2/9/2-9-201.sec.asp?Chapter=44.mt.Introduction / The Law.ma.asp "What Is a Record?.us/recman/sgrap.state.sos. 216k) http://www." a Guide to Missouri's State Records Management Program http://www.mt.htm http://data.gov/sos/arc/files/TrainingManual.gov/records/recmgmt/whatisarecord. 508k) http://www.md.opi.mt.html Mississippi • State Government Records Assistance http://mdah.us/pre/prepdf/guide.html What is a public record? http://www.mnhs.gov/bills/mca/2/6/2-6-206.mt. http://www.msa. and regulations http://www.sec.opi. records Management Division home page .msa.pdf A Guide to the Massachusetts Public Records Law (PDF. http://www.state.gov/bills/mca_toc/2_6.htm Montana Administrative Rules http://www.maine.asp Montana Codes Annotated http://data.sos.mo.14 • Nebraska • Secretary of State.gov/records/recmgmt/laws.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.opi.ma.doc Maryland • • Records management laws.ms.gov/Records/What_Is_Record.org/gateway/ChapterHome.org/preserve/records/recordsguidelines/guidelines1.gov/msa/intromsa/html/record_mgmt/record.htm http://data.html Massachusetts • • Public Records Law (PDF.gov/msa/intromsa/html/record_mgmt/homepage.mtrules.md.state.php Missouri • • Laws and Codes Pertaining to State Records http://www.us/pre/prepdf/pubreclaw.

J.state.njarchives.sos.C.C.us/info/statutes.G.lib.J. 15:3 Subchapter 4: Image Processing of Public Records http://www.pdf o Summary history of N.nmcpr.A.shtml#_What_are_records North Carolina • • • N.us/gascripts/Statutes/StatutesTOC.njarchives.archives.state.gov/a/records/mr_start.org/links/legislation.njarchives.G.org/links/njac-15-3-4.html o N.http://www.C.C. 15:3 http://www.nc.html o N.J.C.us/gascripts/Statutes/StatutesTOC.html o N. 15:3 Subchapter 2: Records Retention http://www.C. 15:3 Subchapter 1: General Provisions http://www.C.nm.njarchives.org/links/njac-15-3.org/links/njac-15-3-3.org/links/njac-15-3-1.archives.nysed.pl?Chapter=0121 N. 15:3 Subchapter 5: Certification of Imaging Processing Systems http://www.html o N.J.nc.J.C.html o N.org/links/njac-15-3-5.njarchives.njarchives.S § 121 The Archives and History Act http://www.clan.gov/a/records/mr_laws_local.C.htm New York • • Laws and Regulations Relating to Local Government Recordshttp://www.A.njarchives.A.C.org/links/njac-15-3-2.A.htm New Jersey • • • New Jersey Public Records Related Legislation http://www.html New Jersey Open Public Records Act http://www. 15:3 Subchapter 3: Standards for Microfilming of Public Records http://www.J.S § 132 The Public Records Act http://www.state.gov/staticrecordsmgmt.J.ncga.nysed.org/links/njac-15-3-6.state.nj.A. 15:3 Subchapter 6: Records Storage http://www.us/opra/ New Jersey Administrative Code Title 15 Department of State Chapter 3 Records Management Complete text of N.A.pl?Chapter=0132 Guidelines for Public Records .A. 15:3 in PDF format [767kb] http://www.shtml What are records? http://www.org/links/pdf/njac-15-3.A.ncga.us/docs/nsla/records/nac.ne.J.njarchives.htm Nevada • Nevada Administrative Code .nv.html o N.html New Mexico • Governing statutes http://www.Records of State Agencies http://dmla.njarchives.

ok.sos. transfer.ah.state.portal.gobierno.ri.us/records/guidelines.nd.electronicrecording.htm Oklahoma • Rules of the Oklahoma Archives and Records Commission http://www.htm • Uniform Real Property Electronic Recording Act http://www.gov/Archives/lgrp/lawssos.htm Oregon Administrative Rules http://arcweb.ogp.or. etc.org/resource/lgr/lawsandlegislation.us/ors/home.dcr.pa.ri.html Oregon • • Oregon Revised Statues 192 and 357 http://www.pdf http://www.state.gov/Archives/pra/laws Records Laws: Local government records http://www.sos.or.sos.state. Statutes.us/banners/rules. preservation.gov/itd/records/rmmanual.gobierno.ohiohistory.html Sections of the Ohio Revised Code respecting the creation.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.htm Rhode Island • • • Records Laws: State records http://www.leg.gov/Archives/lgrp/laws Study of Access to Public Records in Cities and Towns of Rhode Island .odl. http://www.ohiohistory.org/DesktopDefault.http://www.state.ri.us/portal/server.nc.pr/html/Tecno_leydocpub.org/resource/statearc/orc. and disposal of records.pr/agp/PDF/ley5.htm Pennsylvania • Records Law.icp.state. http://www. maintenance.pdf Ohio • • Ohio Public Records Laws and Legislation http://www.pt/community/state_records_management/ 3820/laws%2C_management_directives%2C_manuals/493878 Puerto Rico • Public Documents Administration Act http://www.us/oar/administration/oarc.

edu/Departments/Taubman_Center/foi_html/Default.leg.HTM Washington • Uniform Real Property Electronic Recording Act http://apps.gov/documents/billdocs/2007-08/Pdf/Bills/Session%20Law%202008/2459.state.org/records/right-to-know/definition.htm Vermont • • Vermont Public Records and the Right to Know: What is a Public Record? http://vermont-archives. confidential.http://www.va.html Utah • • Government Records Access and Management Act (GRAMA) http://le.state. archival.wa.brown.SL.html Vermont's Public Record Law http://vermont-archives.org/records/handbook/pdf/PublicRecordsLaw.htm South Carolina • South Carolina Public Records Act http://www.htm Tennessee • Rules of the Public Records Commission Includes definitions of records (permanent.pdf Texas • State Records Management Laws http://www.wv.tsl.utah. essential).state.us/ot/RM_Definitions.pdf Virginia • Virginia Public Records Act http://www.gov/~code/TITLE63A/63A12.utah.htm Public Recods Management Act http://le.pdf West Virginia • • Records Management and Preservation of Essential Records Act http://www.gov/~code/TITLE63G/63G02.gov/code/t30c001.us/slrm/recordspubs/stbull04.tx.us/ot/RM_WestVirginiaCode.tn.us/whatwedo/records/manuals/00M-APPA. citations of relevant statu http://www.scstatehouse.state.us/sos/rules/1210/1210-01. temporary.wv.lib.pdf Regulations of the West Virginia State Records Administrator http://www.lva.pdf .

Museums. Last updated: November 28.aspx?file=titles/Title9/T9CH2AR4.htm Top | Back to Archives Resource Center home | CoSA home Questions or concerns? Contact CoSA at info@statearchivists. 2011 .us/Record/index.org. Article 4.state. .Wyoming • • Is It a Record? http://wyoarchives.wy.state. State Archives.wy.asp Wyoming Statutes. and Historical Department http://legisweb.us/statutes/statutes.

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