The Department of Corrections shall institute and administer a Records Management Program in order to establish efficient and economic control of all records. The Program will conform to all pertinent provisions of the Georgia Records Act of 1972 and is applicable to all activities under the jurisdiction of the Board of Corrections. The objective of this program is to preserve all records of continuing value either by maintenance or retirement and to destroy those which are no longer essential or useful.
(a) Creation, maintenance, review, retirement, and destruction shall be accomplished by each activity in conformance with definitive procedures published by the Records Manager for the Department of Corrections.(b) Records shall be made and preserved to document the organization, functions, policies, decisions, procedures and essential transactions of each activity. Additionally, those records which protect the legal and/or financial rights of the State or of persons directly affected shall be preserved.(c) Necessary safeguards to protect records against unauthorized access or removal and to prevent loss shall be instituted and maintained.(d) Records designated as confidential by law or classified as containing information the release of which would constitute an invasion of privacy shall be so protected as to prevent unauthorized disclosure of information contained therein.(e) Forms control authority shall be exercised as a part of the Records Management Program. Forms which address a requirement common to more than one activity shall be kept to that minimum number of current standardized forms, which are essential to the effective achievement of necessary tasks.Ga. Comp. R. & Regs. R. 125-1-2-.02
Ga. Constitution 1983, Art. XI, Sec. I, Par. (b); Ga. L. 1956, pp. 161, 170; 1969, p. 598; 1956, pp. 161, 171; 1956; pp. 161, 171, 174 (O.C.G.A. 42-2-11); Ga. L. 1964, pp. 489, 490; 1968, p. 1399 (O.C.G.A. 42-5-51); Ga. L. 1969, p. 602; 1971, pp. 435, 436; 1972, p. 582 (O.C.G.A. 42-5-59); Ga. L. 1973, pp. 1297-1299 (O.C.G.A. 42-2-11); Ga. L. 1964, pp. 491, 492; 1970 pp. 318, 319 (O.C.G.A. 42-5-53); Ga. L. 1972, p. 838 (O.C.G.A. 42-10-2); Ga. L. 1972, pp. 1267, 1268 (O.C.G.A. 45-13-40 and 45-13-41).
Rule entitled "Records Management," filed as Rule 415-1-2-.02 on November 14, 1984; effective December 4, 1984, renumbered as Rule 125-1-2-.02. Filed June 28, 1985; effective July 20, 1985, as specified by the Agency.