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?

American Samoa Chapter 11: Public Records http://asbar.org/Newcode/Title%2004.htm#chapter11 Chapter 12: Archives and Records Management http://asbar.org/Newcode/Title%2004.htm#chapter12

Arizona

Public Records Standards and Laws http://www.lib.az.us/records/laws.cfm What Constitutes a Public Record? http://www.lib.az.us/records/l-recdef.cfm
What is a record? (tip sheet) http://www.lib.az.us/records/documents/tip%20sheets/what%20is%20a%20record.doc Uniform Real Property Electronic Recording Act http://recorder.maricopa.gov/pdf/Electronic_Recording_Standards.pdf

California State records management act http://www.leginfo.ca.gov/cgi-bin/displaycode?section=gov&group=14001-15000&file=14740-14741.1 What is a record? http://www.pd.dgs.ca.gov/recsctr/default.htm#calrim

Colorado

Colorado Laws Concerning Public Records http://www.colorado.gov/dpa/doit/archives/arcopen.html

http://www.colorado.gov/dpa/doit/archives/rm/rmfaqs.htm#1

Connecticut

GL M 97-1 PA 97-89 "An Act Concerning the Recording, Copying and Maintenance of Certain Public Records"
http://www.cslib.org/publicrecords/image.htm

Required Minimum Microfilming Standards for Public Records; Disposition of Original Records: Policy Statement, General Letter 96-2 http://www.cslib.org/publicrecords/micro.htm Current statutes and the definition of a "public record" http://www.cslib.org/publicrecords/2009PubRecLawsrev.pdf

Delaware

Delaware Freedom of Information Act Delaware Public Records Law

http://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/DE%20Public%20Records%20Law.pdf

http://archives.delaware.gov/govsvcs/pdfs/Records%20Policies/DE%20Freedom%20of%20Information%20Act.

Florida

Statutes and Administrative Code Rules Relating to Archives and Records Management http://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm o Chapter 119, 2008 Florida Statutes--Public Records Law o Chapter 257, 2008 Florida Statutes--Public Libraries and State Archives o Chapter 1B-11, Florida Administrative Code--Use of Archives and Archives Facilities o Chapter 1B-24, Florida Administrative Code--Public Records Scheduling and Dispositioning o Chapter 1B-26.003, Florida Administrative Code--Electronic Recordkeeping o Chapter 1B-26.0021, Florida Administrative Code--Microfilm Standards o Chapter 1B-31, Florida Administrative Code--Real Property Electronic Recording o Chapter 2.430-2.440 and Retention Schedule, Florida Rules of Judicial Administration -- Judicial Branc records retention (PDF)

Georgia
Summary of Georgia Record Keeping Laws http://www.sos.state.ga.us/archives/who_are_we/rims/ best_practices_resources/summary_georgia_record_keeping_laws.htm

Georgia Records Act http://www.sos.state.ga.us/archives/who_are_we/rims/ best_practices_resources/georgia_records_act.htm Open Records Act http://www.sos.state.ga.us/archives/who_are_we/rims/ best_practices_resources/open_records_act.htm
Georgia Microforms Act http://www.sos.state.ga.us/archives/who_are_we/rims/ best_practices_resources/microforms_act.htm

Hawai`i Hawaii Laws that Apply to Retention & Disposition of Government Records http://hawaii.gov/dags/archives/records-management/ Shortcuts%20to%20laws%20on%20records.pdf Law regarding government electronic records http://hawaii.gov/dags/archives/records-management/Law%20 Regarding%20Government%20Electronic%20Records.pdf

Idaho Idaho Code http://www.idahohistory.net/library_collections.html#

Illinois The State Records Act (5 ILCS 160) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=86&ChapAct= 5 ILCS 160/&ChapterID=2&ChapterName= GENERAL+PROVISIONS&ActName=State+Records+Act. The Local Records Act (50 ILCS ACT 205) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=699&ChapAct= 50 ILCS 205/&ChapterID=11&ChapterName=

LOCAL+GOVERNMENT&ActName=Local+Records+Act. Illinois School Student Records Act (105 ILCS 10) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1006&ChapAct= 105 ILCS 10/&ChapterID=17&ChapterName= SCHOOLS&ActName=Illinois+School+Student+Records+Act. Filmed Records Reproduction Act (5 ILCS 170) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=88&ChapAct= 5 ILCS 170/&ChapterID=2&ChapterName= GENERAL+PROVISIONS&ActName=Filmed+Records+Reproduction+Act. Filmed Records Certification Act (50 ILCS 210) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=700&ChapAct= 50 ILCS 210/&ChapterID=11&ChapterName= LOCAL+GOVERNMENT&ActName=Filmed+Records+Certification+Act. Filmed Records Destruction Act (50 ILCS 215) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=701&ChapAct= 50 ILCS 215/&ChapterID=11&ChapterName= LOCAL+GOVERNMENT&ActName=Filmed+Records+Destruction+Act. Freedom of Information Act (5 ILCS ACT 140) http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=85&ChapAct= 5 ILCS 140/&ChapterID=2&ChapterName= GENERAL+PROVISIONS&ActName=Freedom+of+Information+Act.

Indiana

Indiana's Public Records: The Legal Framework of Records and Information Management in State Government http://www.in.gov/icpr/records_management/pubs/legal.pdf

Iowa Code of Iowa Chapter 22 - Examination of Public Records (Open Records) http://search.legis.state.ia.us/nxt/gateway.dll/ic?f=template&fn=default.htm Code of Iowa Chapter 305 - State Records & Archives http://search.legis.state.ia.us/nxt/gateway.dll/ia?f=templates&fn=default.htm

Kentucky Managing Government Records: An Introduction to Kentucky's Public Records Management Law http://www.kdla.ky.gov/recmanagement/schedules/Managing%20Government%20Records%20-%20Final.pdf Kentucky Revised Statues, Chapter 171.410-740 http://www.lrc.ky.gov/KRS/171-00/CHAPTER.HTM Kentucky Administrative Regulations, Title 725 http://www.lrc.ky.gov/kar/TITLE725.HTM

Louisiana Records Management Policies and Practices (LAC 4:XVII.Chapters 1-15) http://www.sos.louisiana.gov/Portals/0/archives/pdf/rec_mgt.pdf

Maine Guidelines for Your Records Management Program.

Introduction / The Law. The Records Management Program for the State of Maine is authorized by MRSA Title Chapter 6, Section 95, Subsection 7 (see page 3 of the manual). http://www.maine.gov/sos/arc/files/TrainingManual.doc Maryland Records management laws, rules, and regulations http://www.msa.md.gov/msa/intromsa/html/record_mgmt/homepage.html What is a public record? http://www.msa.md.gov/msa/intromsa/html/record_mgmt/record.html

Massachusetts

Public Records Law (PDF, 216k) http://www.sec.state.ma.us/pre/prepdf/pubreclaw.pdf

A Guide to the Massachusetts Public Records Law (PDF, 508k) http://www.sec.state.ma.us/pre/prepdf/guide.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. http://www.mnhs.org/preserve/records/recordsguidelines/guidelines1.html

Mississippi
State Government Records Assistance http://mdah.state.ms.us/recman/sgrap.php

Missouri
Laws and Codes Pertaining to State Records http://www.sos.mo.gov/records/recmgmt/laws.asp

"What Is a Record?," a Guide to Missouri's State Records Management Program

http://www.sos.mo.gov/records/recmgmt/whatisarecord.asp

Montana What is a Public Record? http://sos.mt.gov/Records/What_Is_Record.asp Montana Codes Annotated http://data.opi.mt.gov/bills/mca_toc/2_6.htm http://data.opi.mt.gov/bills/mca/2/6/2-6-206.htm http://data.opi.mt.gov/bills/mca/2/9/2-9-201.htm Montana Administrative Rules http://www.mtrules.org/gateway/ChapterHome.asp?Chapter=44.14

Nebraska Secretary of State, records Management Division home page

http://www.sos.ne.gov/staticrecordsmgmt.htm

Nevada

Nevada Administrative Code - Records of State Agencies http://dmla.clan.lib.nv.us/docs/nsla/records/nac.htm

New Jersey
New Jersey Public Records Related Legislation http://www.njarchives.org/links/legislation.html

New Jersey Open Public Records Act http://www.state.nj.us/opra/

New Jersey Administrative Code Title 15 Department of State Chapter 3 Records Management Complete text of N.J.A.C. 15:3 in PDF format [767kb] http://www.njarchives.org/links/pdf/njac-15-3.pdf o Summary history of N.J.A.C. 15:3 http://www.njarchives.org/links/njac-15-3.html o N.J.A.C. 15:3 Subchapter 1: General Provisions http://www.njarchives.org/links/njac-15-3-1.html o N.J.A.C. 15:3 Subchapter 2: Records Retention http://www.njarchives.org/links/njac-15-3-2.html o N.J.A.C. 15:3 Subchapter 3: Standards for Microfilming of Public Records http://www.njarchives.org/links/njac-15-3-3.html o N.J.A.C. 15:3 Subchapter 4: Image Processing of Public Records http://www.njarchives.org/links/njac-15-3-4.html o N.J.A.C. 15:3 Subchapter 5: Certification of Imaging Processing Systems http://www.njarchives.org/links/njac-15-3-5.html o N.J.A.C. 15:3 Subchapter 6: Records Storage http://www.njarchives.org/links/njac-15-3-6.html

New Mexico Governing statutes http://www.nmcpr.state.nm.us/info/statutes.htm

New York

Laws and Regulations Relating to Local Government Recordshttp://www.archives.nysed.gov/a/records/mr_laws_local.shtml

What are records? http://www.archives.nysed.gov/a/records/mr_start.shtml#_What_are_records

North Carolina
N.C.G.S 121 The Archives and History Act http://www.ncga.state.nc.us/gascripts/Statutes/StatutesTOC.pl?Chapter=0121 N.C.G.S 132 The Public Records Act http://www.ncga.state.nc.us/gascripts/Statutes/StatutesTOC.pl?Chapter=0132

Guidelines for Public Records

http://www.ah.dcr.state.nc.us/records/guidelines.htm
Uniform Real Property Electronic Recording Act http://www.electronicrecording.org/DesktopDefault.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.nd.gov/itd/records/rmmanual.pdf

Ohio

Ohio Public Records Laws and Legislation http://www.ohiohistory.org/resource/lgr/lawsandlegislation.html Sections of the Ohio Revised Code respecting the creation, maintenance, preservation, transfer, and disposal of records. http://www.ohiohistory.org/resource/statearc/orc.html

Oregon

Oregon Revised Statues 192 and 357 http://www.leg.state.or.us/ors/home.htm Oregon Administrative Rules http://arcweb.sos.state.or.us/banners/rules.htm

Oklahoma Rules of the Oklahoma Archives and Records Commission http://www.odl.state.ok.us/oar/administration/oarc.htm

Pennsylvania
Records Law, Statutes, etc. http://www.portal.state.pa.us/portal/server.pt/community/state_records_management/ 3820/laws%2C_management_directives%2C_manuals/493878

Puerto Rico Public Documents Administration Act http://www.icp.gobierno.pr/agp/PDF/ley5.pdf http://www.ogp.gobierno.pr/html/Tecno_leydocpub.htm

Rhode Island
Records Laws: State records http://www.sos.ri.gov/Archives/pra/laws Records Laws: Local government records http://www.sos.ri.gov/Archives/lgrp/lawssos.ri.gov/Archives/lgrp/laws

Study of Access to Public Records in Cities and Towns of Rhode Island

http://www.brown.edu/Departments/Taubman_Center/foi_html/Default.htm South Carolina

South Carolina Public Records Act

http://www.scstatehouse.gov/code/t30c001.htm

Tennessee

Rules of the Public Records Commission Includes definitions of records (permanent, temporary, confidential, archival, essential), citations of relevant statu http://www.state.tn.us/sos/rules/1210/1210-01.pdf

Texas State Records Management Laws http://www.tsl.state.tx.us/slrm/recordspubs/stbull04.html

Utah

Government Records Access and Management Act (GRAMA)

http://le.utah.gov/~code/TITLE63G/63G02.htm Public Recods Management Act http://le.utah.gov/~code/TITLE63A/63A12.htm

Vermont Vermont Public Records and the Right to Know: What is a Public Record? http://vermont-archives.org/records/right-to-know/definition.html Vermont's Public Record Law http://vermont-archives.org/records/handbook/pdf/PublicRecordsLaw.pdf

Virginia

Virginia Public Records Act http://www.lva.lib.va.us/whatwedo/records/manuals/00M-APPA.HTM

Washington Uniform Real Property Electronic Recording Act http://apps.leg.wa.gov/documents/billdocs/2007-08/Pdf/Bills/Session%20Law%202008/2459.SL.pdf

West Virginia Records Management and Preservation of Essential Records Act http://www.state.wv.us/ot/RM_WestVirginiaCode.pdf Regulations of the West Virginia State Records Administrator http://www.state.wv.us/ot/RM_Definitions.pdf

Wyoming Is It a Record? http://wyoarchives.state.wy.us/Record/index.asp Wyoming Statutes, Article 4, State Archives, Museums, and Historical Department http://legisweb.state.wy.us/statutes/statutes.aspx?file=titles/Title9/T9CH2AR4.htm

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Last updated: November 28, 2011 .