63A-12-103. Duties of governmental entities.

349 words·~2 min read·/ut/title-63a/chapter-12/63a-12-103·

A research copy — for the controlling text, always check the official state or federal source. Not legal advice.

Effective 3/27/2025

Each governmental entity shall designate a chief administrative officer who shall be responsible to:

(1)establish and maintain an active, continuing program for the economical and efficient management of the governmental entity's records as provided by this chapter and Title 63G, Chapter 2, Government Records Access and Management Act ;

(2)appoint one or more records officers who will be trained to work with the state archives in the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of records;

(3)ensure that officers and employees of the governmental entity that receive or process records requests receive required training on the procedures and requirements of this chapter and Title 63G, Chapter 2, Government Records Access and Management Act ;

(4)make and maintain adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the governmental entity designed to furnish information to protect the privacy, transparency, legal, and financial rights of persons directly affected by the entity's activities;

(5)submit to the state archivist proposed schedules of records for final approval by the Records Management Committee created in Section 63A-12-112 ;

(6)cooperate with the state archivist in conducting surveys made by the state archivist;

(7)comply with rules issued by the Department of Government Operations as provided by Section 63A-12-104 ;

(8)report to the state archives:

(a)the designation of each record series that the governmental entity maintains;

(b)the classification of each record series that the governmental entity has classified; and

(c)the name of the governmental entity's:

(i)chief administrative officer; and

(ii)records officers;

(9)ensure that the governmental entity complies with the requirements found in:

(a)this part;

(b)Title 63G, Chapter 2, Government Records Access and Management Act; and

(c)Chapter 19, Part 4, Duties of Governmental Entities; and

(10)establish and report to the state archives retention schedules for objects that the governmental entity determines are not defined as a record under Section 63G-2-103 , but that have historical or evidentiary value.

Amended by Chapter 475 , 2025 General Session