(1) The state archivist shall be responsible for reviewing and assessing the use and amount of space available for records storage in state archives and records every three years.
(2) (a) Repealed.
(b) The report shall include, but shall not be limited to, the following:
(I) An overall assessment of the amount of space available for records storage in the state archives;
(II) The approximate number of records or boxes of records that the state archives received for storage from the executive, judicial, and legislative branches of the state government over the past three years;
(III) The approximate number of records or boxes of records that the state archivist converted from paper to microfilm or digital format over the past three years, the amount of space conserved in the archives through such conversions, the approximate number or percentage of records that the state archivist received for storage over the past three years that were already on microfilm or in digital format, and the amount of space saved due to receiving records in such format;
(IV) The approximate number of records or boxes of records that were transferred to the Colorado historical society or other state designated records collection facilities and the amount of storage space in the state archives that such transfers made available; and
(V) Any other information that the executive director, the director's designee, or the committee deems necessary or relevant.
Source: L. 2001: Entire section added, p. 77, � 1, effective August 8. L. 2004: (2)(a) repealed, p. 622, � 2, effective August 4. L. 2016: (1) amended, (HB 16-1368), ch. 231, p. 933, � 13, effective August 10.
24-80-114. Legislative digital policy advisory committee - report - definitions - repeal. (Repealed)
Source: L. 2013: Entire section added, (HB 13-1182), ch. 257, p. 1356, � 1, effective May 23. L. 2014: Entire section RC&RE, (HB 14-1194), ch. 203, p. 738, � 1, effective May 15. L. 2016: Entire section repealed, (HB 16-1368), ch. 231, p. 934, � 15, effective August 10.
Editor's note: Subsection (5)(a) provided for the repeal of this section, effective July 1, 2016. (See L. 2014, p. 738.) House Bill 16-1368 also provided for the repeal of this section, effective August 10, 2016.
24-80-115. State archivist - review of best practices - records advisory board. (1) The state archivist may convene a records advisory board, consisting of representatives from governmental agencies that have an interest in the preservation of records. If the state archivist convenes the board, the state archivist shall ensure that technical experts from the following governmental agencies and nonprofit entities have an opportunity to participate in the work of the board:
(a) Executive branch agencies under the governor's purview;
(b) The office of the attorney general;
(c) The office of the secretary of state;
(d) The general assembly;
(e) The judicial branch;
(f) A nonprofit organization that represents counties and a nonprofit organization that represents county clerks;
(g) A nonprofit organization that represents municipalities and a nonprofit organization that represents municipal clerks; and
(h) A nonprofit organization that represents special districts.
(2) Each governmental agency and nonprofit entity that is asked to participate in the records advisory board pursuant to subsection (1) of this section shall designate the appropriate person from the agency or entity to participate in the work of the board.
(3) If the state archivist convenes a records advisory board, the board shall have the following goals:
(a) Identify, research, and prioritize records management, preservation, and access problems;
(b) Assist in the development of records management policies and procedures;
(c) Collect and share accepted preservation and archival best practices;
(d) Assist in the appraisal of records for historical value;
(e) Review records retention schedules; and
(f) Study and develop standards and management programs to address the creation, maintenance, archiving, and access of permanent digital records.
Source: L. 2016: Entire section added, (HB 16-1368), ch. 231, p. 933, � 14, effective August 10.
24-80-116. Display of original state constitution in state capitol - online display of state constitution - educational opportunities. (1) On or before February 28, 2023, the state archivist shall submit a proposal to the state capitol building advisory committee for the creation of a permanent public display of the original draft of the Colorado constitution inside the state capitol building. The proposal shall include suggestions for how and where the original draft of the Colorado constitution should be displayed and stored and a proposal for the original draft of the Colorado constitution to be displayed in government buildings other than the state capitol building. History Colorado shall advise and consult with the state archivist regarding the creation on an appropriate display that will safeguard the original draft of the Colorado constitution. The state capitol building advisory committee shall evaluate the proposal and consider whether to approve the proposal in accordance with the criteria and procedures for placing other displays within the state capitol building pursuant to section 24-82-108 (3)(h). The state capitol building advisory committee shall also evaluate the proposal in accordance with best practices for displaying historic documents in a manner that safeguards the documents against deterioration. The display may include other objects and educational materials related to the adoption and history of the Colorado constitution. The state archivist shall collaborate with history Colorado to ensure adherence to the best practices when presenting the Colorado constitution in the existing environmental conditions of the state capitol and government buildings other than the state capitol building.
(2) The state archivist, in partnership with history Colorado, shall create an online exhibition of the Colorado constitution, including all amendments thereto currently in effect. The exhibition shall include aspects of educational opportunities and history and shall ensure that the electronic copy of each version of the Colorado constitution created pursuant to this section is available to the public in a searchable format through the website of the office of the state archives and history Colorado. The state archivist may contract with an online exhibit design company to determine the best practices when presenting the Colorado constitution in an educational format that is easily accessible and user-friendly for the general population of the state. The exhibit design company may coordinate as necessary with the state archivist, history Colorado, the office of legislative legal services, the secretary of state's office, and other relevant government agencies in the creation of the online exhibition.
(3) The state archivist, in partnership with history Colorado, shall create opportunities to provide updated physical copies of the constitution or other educational opportunities related to the updated physical copy of the Colorado constitution within state offices. The state archivist and history Colorado shall ensure that the constitution will be easily accessible and user-friendly for the general population of the state.
(4) The state archives:
(a) Remains the legal custodian of the original draft of the Colorado constitution and is responsible for the continuing protection and preservation of the original draft in accordance with section 24-80-106;
(b) May allow the original draft of the Colorado constitution to be removed periodically from the display for restoration purposes or to make it available for occasional temporary museum or other appropriate secure displays; and
(c) May solicit, accept, and expend any bequests, gifts, grants, or donations of any kind from any private source for the purpose of implementing this section. No appropriation shall be made out of the general fund or any cash fund for expenditures incurred by department of personnel or any other department or agency to carry out the provisions of this section.
Source: L. 2022: Entire section added, (SB 22-012), ch. 208, p. 1379, � 2, effective August 10.
Cross references: For the legislative declaration in SB 22-012, see section 1 of chapter 208, Session Laws of Colorado 2022.