W. Va. Code R. § 148-13-5

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 148-13-5 - Records retention authorization and approval

5.1. All agencies shall prepare a Records Retention Authorization for each record series held by the agency with proposed retention periods in the format prescribed by the Administrator. The authorization must contain the chronological period of the record series; if it is a continuing record, the word "present" shall be used in order to eliminate preparing a new authorization each time the retention period expires. When the record becomes obsolete, the word "present" is annotated to read the final date of the record.

5.2. The agency shall submit the Records Retention Authorization to the Administrator for approval.

5.2.1. The agency shall request amendment of approved retention periods on the Records Retention Authorization in the same manner as requesting an original authorization. The reasons for such change shall be clearly explained.

5.3 Upon receipt of the retention authorization the Administrator shall analyze the information contained thereon. If the Administrator concurs in the proposed retention periods he or she shall approve the Records Retention Authorization and notify the agency. The approved authorization becomes the agency's Records Retention and Disposal Schedule effective on the date approved by the Administrator.

5.4 The Administrator may seek approvals of recommended retention authorizations from any other agency or person he or she may deem necessary. If the Administrator does not concur with the proposal of the agency, conferences shall be arranged to reconcile the differences.

W. Va. Code R. § 148-13-5