Skip to Main Content
<< Back | Return to Main COMAR Search Page

18 records match your request.

FileAbstract
14.18.02.00.htm 14.18.02.00. Title 14 INDEPENDENT AGENCIES Subtitle 18 STATE ARCHIVES Chapter 02 Records Retention and Disposition Schedules Authority: State Government Article, §9-1007―9-1012, and 10-632, Annotated Code of Maryland
14.18.02.01.htm 14.18.02.01. 01 Purpose.. The purpose of these regulations is to:. A. Protect records considered essential to the continuing operation of government;. B. Guarantee the integrity and preservation of permanent records;. C. Ensure the legal admissibility of the permanent record;. D. Secure the rights and privileges of citizens;. E. Assure public access to the records of government;. F. Promote agency legal and fiscal accountability; and.
14.18.02.02.htm 14.18.02.02. 02 Definitions.. A. In this chapter, the following terms have the meanings indicated.. B. Terms Defined.. 1) "Agency" means any office, department, board, commission or other separate unit of Maryland government, including the executive, legislative, and judicial branches of government, and all political subdivisions.2) "Appraisal" is the process of determining how long, in what format, and under what circumstances a record series ought to be preserved, based upon
14.18.02.03.htm 14.18.02.03. 03 Scope.. These regulations apply to all:. A. Agencies; and. B. Records..
14.18.02.04.htm 14.18.02.04. 04 Agency Responsibilities.. Agencies shall:. A. Develop schedules;. B. Review and update their schedules at least once every 2 years;. C. Establish and maintain a records management program;. D. Provide copies of publications to Archives as soon after release to the public as is practicable;. E. Initiate appropriate action to recover records removed unlawfully or without authorization; and. F. Transfer to Archives permanent record material not needed for the curren
14.18.02.05.htm 14.18.02.05. 05 Duties of Custodians, Public Officials, and Employees.. A. It is the responsibility of all custodians, public officials, and employees to:. 1) Retain and protect all records in their custody;. 2) Cooperate with Division and Archives in the establishment and maintenance of an active and continuous program for the economical and efficient management of records;3) Ensure that agency records, including electronic records, are covered by a schedule, which shall
14.18.02.06.htm 14.18.02.06. 06 Duties of Division and Archives.. A. The Division shall assist agency personnel in the development of schedules by providing guidance, templates, forms, and advice.B. Upon request from an agency or the Division, the Archives will provide assistance in determining what records may be considered permanent.C. The Division and Archives shall provide additional instruction and guidance on the scheduling process and records transfers on a website to be maintained by Archives: http:
14.18.02.07.htm 14.18.02.07. 07 Procedures.. A. Records Inventory.. 1) Agencies shall submit to Division for review a records inventory for each record series.. 2) For each record series in inventory, the following information is required:. a) Name of the agency that created record;. b) Record series title;. c) Dates of the oldest and most recent records;. d) Description of the types of information, data, or documents which includes:. i) Physical form or forms, such as letter-size paper, legal-size paper, bou
14.18.02.08.htm 14.18.02.08. 08 Form and Format.. Records designated by schedule as being permanent are to be considered permanent regardless of the form and format of the records, and whether or not a duplicate exists in some other form or format. All permanent records shall be scheduled for transfer to Archives.
14.18.02.09.htm 14.18.02.09. 09 Custodian Designated.. Public officials charged with the statutory or delegated responsibility for administering an agency, and for creating, storing, and maintaining records shall be the custodian of such records. Upon transfer of any and all records to Archives, the State Archivist shall become the custodian.
14.18.02.10.htm 14.18.02.10. 10 Appointment of Records Officers.. A. Each agency shall designate at least one records officer to serve as liaison with Division and with Archives for the purpose of implementing and overseeing a records management program, and coordinating legal disposition, including destruction of obsolete records.B. Appointment of agency records officers shall be made by the head of each agency..
14.18.02.11.htm 14.18.02.11. 11 Storage and Protection of Records.. A. All records shall be kept in facilities maintained by the agency responsible for the creation and maintenance of such records, unless the consent of Division is obtained for their transfer or storage elsewhere.B. The public official responsible for maintaining an office or offices where records are created or kept shall establish such safeguards against damage, removal, or loss of records as may be required by Archives or Division.
14.18.02.12.htm 14.18.02.12. 12 Delivery of Records to Successors.. The custodian of records shall, at the expiration of the custodian's term of office, appointment, or employment, deliver custody and control of all records kept or received in the transaction of official business to the custodian's successor, supervisor, or records officer, or to Archives.
14.18.02.13.htm 14.18.02.13. 13 Transfer of Records upon Termination of Agencies.. A. All records which are in or shall come into the possession of any agency shall, upon termination of such agency, be transferred to the custody of Archives, provided that such transfer is consistent with the provision of any such termination.B. All records which are in or shall come into the possession of any political subdivision of this State shall, upon termination of such political subdivision, be transferred
14.18.02.14.htm 14.18.02.14. 14 Recovery of Record.. A. Public officials shall notify the Archives of any actual, impending, or threatened unlawful removal, defacing, alteration, or destruction of records that shall come to the agency's attention.B. The State Archivist may request the Attorney General to seek appropriate relief..
14.18.02.15.htm 14.18.02.15. 15 Certificate of Records Destruction.. When nonpermanent records are destroyed in accordance with the terms of an approved schedule, the agency or Records Center shall submit a certificate of records destruction to Archives. For each record series, the certificate shall contain:A. Name of the agency that created the record;. B. Record series title;. C. Inclusive dates;. D. Schedule number or numbers, assigned by Division, authorizing destruction of record series as wel
14.18.02.16.htm 14.18.02.16. 16 Certified Copies.. Archives may issue certified copies of any records in its custody..
14.18.02.9999.htm 14.18.02.9999. Administrative History Effective date: July 12, 1987 (14:14 Md. R. 1574). Chapter revised effective July 4, 1994 (21:13 Md. R. 1159). Regulation .02 amended effective November 15, 1999 (26:23 Md. R. 1777). Regulation .03 amended effective November 15, 1999 (26:23 Md. R. 1777) ―. Regulations .01―04 repealed and new Regulations .01―16 adopted effective July 12, 2010 (37:14 Md. R. 940)
<< Back | Return to Main COMAR Search Page