Mohave County Administrative Procedures (3-3)

PURPOSE:

This policy describes the Mohave County Records Management Program as mandated by ARS 411346 and other pertinent Arizona State Statutes.

BACKGROUND:

The Records Management and Micrographics Division has been established as a subordinate activity of the County Recorder’s Department, and has the responsibility to establish and maintain the Mohave County Records Management Program.  This Program creates and implements systematic controls for records and other recorded information from the point of creation or receipt into the County through the final disposition of that information through the use of the Records Retention and Disposition Schedules as they apply to each County Department.  The records and information media will be managed through a system of archiving, distribution, use, storage, retrieval, protection and preservation, and finally destruction.  The Records Management Division will maintain an appropriate storage facility for archival records and film canisters.  The Records Manager shall be the liaison between the County and the Arizona State Library, Archives, and Public Records Department for all related records activities.

POLICY:

It shall be the policy of the Mohave County Board of Supervisors to encourage all Elected Officials and Appointed Authorities, and to require all Department Directors to participate in the Mohave County Records Management Program and adhere to the Arizona State Statutes established to administer this program.

IMPLEMENTATION:

The County Manager shall distribute this Policy Letter to all departments, and ensure that the Records Manager has distributed copies of the Records Retention and Disposition Schedules to each pertinent department in order for the program to be initiated immediately.

APPLICABILITY: 

This Policy applies to all departments and special districts of Mohave County.

REFERENCES:

ARS 41-1345

ARS 41-1345.01

ARS 41-1346

ARS 41-1347

ARS 41-1348