Iowa Administrative Code Agency 671 - Records Commission
Here’s a detailed overview of Agency 671 – Records Commission in the Iowa Administrative Code:
📁 Overview of Agency 671 Structure
The Code is divided into several chapters covering different aspects of records management:
Chapter 1 – Organization & Responsibilities (Rules 671‑1.1 to 1.4)
Chapter 2 – State Records Manual (Rules 671‑2.1 to 2.4)
Chapter 3 – Records Series Retention & Disposition Schedules (671‑3.1 to 3.7)
Chapter 4 – Temporary Records: Transfer & Storage Processes (671‑4.1 to 4.5)
Chapter 5 – Temporary Records: Access Processes (671‑5.1 to 5.7)
Chapter 6 – Temporary Records: Destruction Processes (671‑6.1 to 6.5)
Chapter 7 – Permanent Records: Transfer Process (671‑7.1 to 7.5)
Chapter 8 – Care & Access for Permanent Records Collections (671‑8.1 to 8.2)
Chapter 14 – Government Information Policies, Standards & Guidelines Development (671‑14.1 to 14.6)
Chapter 15 – E‑mail Retention (671‑15.1 to 15.2)
(law.cornell.edu)
Chapter 1 Highlights: Organization & Duties
671‑1.1: Defines the structure of the Records Commission.
671‑1.2: Provides formal definitions used throughout the agency’s regulations.
671‑1.3:
State Records Commission: Develops/adopts policies, standards, guidelines, retention and disposition schedules to manage records efficiently and securely (law.cornell.edu).
Dept. of Cultural Affairs / State Archives & Records Bureau: Provides administrative support, acts as Commission secretary, preserves state archives, manages records center, and offers agency training (law.cornell.edu).
Agency Heads: Must cooperate with the Commission, appoint records officers and authorized users, maintain records documentation, provide secure storage, manage legal custody, and transfer records appropriately (law.cornell.edu).
671‑1.4: Exempt agencies (e.g., Iowa DOT and Board of Regents institutions) must create rules consistent with Code chapter 305 and submit them for Commission approval (regulations.justia.com).
Chapter 2: State Records Manual (671‑2.4)
The Commission, via the State Archives and Records Bureau, maintains and distributes a current State Records Manual.
The Manual is available publicly (print or electronic) at cost (law.cornell.edu).
Access & Retrieval (From Chapter 5)
671‑5.4:
Agencies appoint authorized users via a departmental form.
Authorized users must file a Record Retrieval Request before accessing records.
Non-authorized staff may obtain emergency access with one-time authorization.
All accessed records must be returned with their retrieval forms (regulations.justia.com).
Additional Chapters
Chapters 3, 4, 6, 7, 8, 14, and 15 cover formal procedures for retention/disposition schedules, storage, destruction, permanent transfers, archival care, the development of information policies, and email retention.
(law.cornell.edu)
Why It Matters
Agency 671 sets the official framework to ensure that Iowa’s public records are:
Managed systematically
Secure and accessible
Preserved when historically valuable
Disposed of following legal retention schedules
Compliant with state governance and transparency mandates
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