Colorado State Archives
Records Management
SB03-033
SB03-033
During the 2003 Legislative Session an important bill
passed that will effect records management policy and procedures in all
political subdivisions of the State of Colorado. Agencies may notice
important changes to the old statute including the mandatory establishment of a
records management program and the designation of a records liaison officer
or officers to work with the Executive Director of the Department of
Personnel and the Colorado State Archives to implement the records
management programs. If you have questions concerning the application of
this bill to your agency please e-mail the Colorado State Archives. Please put "Records Management"
or "SB03-033" in the subject line. The Digest of the bill follows:
Digest of SB03-033
S.B. 03-33
Management of public records by governmental entities. Requires
each state agency, which includes any department, division, board,
bureau, commission, institution, or agency of the state, to establish
and maintain a records management program that satisfies the procedures
established by the executive director of the department of personnel
(executive director). Requires each state agency to document the
policies and procedures of such program.
Requires each state agency to designate a records
liaison officer or officers from the agency's existing personnel.
Establishes the following duties for a records liaison officer:
● Coordinating
the retention and disposition of the state agency's records with the
executive director;
● Reviewing
the state agency's records management program to ensure that such
program efficiently manages the state agency's records and complies with
all state and federal law;
● Establishing
an inventory of the state agency's records;
● Establishing
retention and disposition schedules for the state agency's records;
● Providing
information about the storage of the state agency's records to the
executive director; and
● Ensuring
adequate security, public access, and proper storage of the state
agency's records.
Exempts the department of corrections from instituting a
records management program or designating a records liaison officer
until July 1, 2008.
Requires every public officer of a state agency to
consult every 2 years, beginning on January 1, 2005, with the department
of personnel and the attorney general to determine the value of the
public records in his or her custody. Permits the storage of public
records at storage vendors approved by the executive director.
Authorizes the governor to direct any political
subdivision of the state to designate a records administrator to
cooperate with and assist and advise the executive director in the
performance of the duties and functions concerning state archives and
public records and to provide such other assistance and data to the
department of personnel.
APPROVED by Governor May 22,
2003 EFFECTIVE August 6, 2003
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