It shall be the duty of each state agency and each appointed or elected state official to:
Cooperate with the department in complying with the provisions of this chapter.
Establish and maintain an active and continuing program for the economical and efficient management of records.
Cause to be made and preserved records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures and essential transactions of the agency or office and designed to furnish the information necessary to protect the legal and financial rights of the government and of the persons directly affected by the agency's activities.
Submit to the department for review by the state records committee and in accordance with the rules and regulations of the department, a recommended retention schedule for records in its custody, except schedules for certain types of records common to all agencies or offices which may be established by the department and the state records committee. No records will be scheduled for retention any longer than is absolutely necessary in the performance of the required functions of the agency or office. Records not actively required for the performance of the agency's or official's duties will be transferred to the records center or the Mississippi State Archives in accordance with rules and regulations established by the department. Records which have been identified as archival, or which must be retained permanently, may be transferred directly to the Mississippi State Archives, consistent with the provisions of this chapter.
As of July 1, 1981, state agencies and appointed or elected state officials shall not lease additional space for records storage or renew existing leases for that purpose without approval of the state records committee. Further, with the development of records control schedules, such records now in storage in leased offsite facilities will be removed from them in accordance with the rules and regulations of the department.
Nothing in this chapter shall be construed to divest state agency heads or appointed or elected state officials of the authority to determine the nature and form of records acquired in the administration of their several responsibilities.
Structure Mississippi Code
Title 25 - Public Officers and Employees; Public Records
Chapter 59 - Archives and Records Management
§ 25-59-5. Department of archives and history to be archival and records management agency
§ 25-59-7. State records committee; duties as to records control schedules
§ 25-59-9. Powers and duties of department of archives and history
§ 25-59-13. Procedures for transfer of records to the department of archives and history
§ 25-59-15. Records management duties of state agencies and officials
§ 25-59-17. Record control schedules for courts; destruction of court records
§ 25-59-19. Records to be public property
§ 25-59-21. Consent of director required for disposal of public records; rules and regulations
§ 25-59-23. Penalties for offenses involving records
§ 25-59-27. Records to be open for public use; exceptions; disposal of closed and restricted records
§ 25-59-29. Reproduction of records and storage of copies; destruction of originals
§ 25-59-31. Transition from existing program of reproduction and destruction of records