Department of Natural Resources Policy -
Records Management
Policy Number:     94:03
Effective Date:     February 1, 1994 (Reviewed: May 2003)
See signed policy - Adobe Acrobat file
I. Purpose
The purpose of this policy is to insure a continual, economical and efficient Records Management program by prescribing procedures for the following aspects of records management.

II. Scope
This policy applies to all units within the Department of Natural Resources (DNR)

III. Policy
State Government Article, Title 10-633 requires each unit of State Government to have a program for the continual, economical and efficient management of the records of the unit. Finance and Administrative Services will coordinate internal policies and procedures to enable all Unit/Programs to meet the record management objectives as prescribed by COMAR 14.18.02.

IV. Procedure

  1. Assignment of responsibilities
    1. Finance and Administrative Services is charged with the overall management of the Department’s Records Management Program. Each Unit and Office of the Secretary Program shall designate an individual to serve as the Records Management Coordinator.

  2. Establishment and Revision of Record Retention Schedules
    1. Each Records Management Coordinator shall establish and revise, in accordance with COMAR 14.18.02 a Records Retention and Disposal Schedule that ensures the prompt and orderly disposition of records that the Unit no longer needs for its operations. Four signed copies of any proposed schedule and two copies of the records inventory accompanying each proposed schedule shall be submitted to Finance and Administrative Services for review and subsequent submission to the State Records Management Center.

      1. Record destruction: Record Management Coordinators are to follow procedures outlines in the Department of General Services, Records Management Procedure, (DGS-RM-2) “Records Destruction Certification”

      2. Record Transfer: Procedures are outlined in the Department of General Services, Records Management Procedure (DGM-RM-5), “Records Transfer”, for transferring records to the State Records Management Center. Record Management Coordinators shall follow the procedures outlined. Finance and Administrative Services provide transportation for the transfer of records during the months of July and January each year.

  3. Establishment of Training Guidelines: Units shall ensure that all Record Management Coordinators attend the Records Management Seminar provided by the Department of General Services, State Records Management Center.

  4. Procedures for the Purchase of record storage equipment and services: Unit requesting the purchase of filing equipment must submit a statement of justification along with the requisition to Finance and Administrative Services, Office of Procurement. The justification should contain a short description of the records to be stored therein and should state why the particular type of filing equipment (legal, letter size, vertical, lateral or other cabinets) is being requested. Justification should also include a statement that the requesting office is not holding records which should be disposed of or transferred in accordance with an approved records retention schedule. Upon review by Procurement, the request will be forwarded to the State Records Center for Approval.

  5. Procedures for Monitoring Implementation and continued compliance of the program: Each Units Records Management Coordinator will review the Unit’s Record Retention and Disposal Schedules biennially to ensure that records are being transferred or disposed of in accordance with the Record Retention and Disposal Schedule. At least every 5 years, the Unit Records Management Coordinator shall review its retention and disposal record. Based upon the review, the Unit Records Management Coordinator will amend or revise the schedule if necessary.

Posted February 12, 2004