Iowa Administrative Code

enforcement agency in the possession of a forfeited weapon other than a firearm, ammunition, or explosives may contact the division of criminal investigation criminalistics laboratory for instructions regarding the disposition of the forfeited weapons. These rules are intended to…

laboratory shall examine and evaluate all firearms and ammunition submitted to the laboratory pursuant to Iowa Code section 809A.17. All firearms submitted to the laboratory shall be evaluated and disposed of as provided in Iowa Code sections 809.21 and 809A.17 and these rules. A…

division of criminal investigation criminalistics laboratory. All firearms transactions covered by any of the provisions noted herein, other than receipts and returns of weapons for evidentiary examination, shall be recorded as and made a part of the continuous firearms inventory…

of criminal investigation criminalistics laboratory firearms reference file. Firearms submitted to the laboratory, other than firearms submitted solely for evidentiary examination, shall be evaluated as to their possible worth for testing and evaluation purposes. Any firearms dee…

of criminal investigation criminalistics laboratory pursuant to Iowa Code section 809A.17 which is not entered into the firearms reference file pursuant to the provisions of rule 661—95.4(809,809A) and which the commissioner of public safety deems appropriate for distribution to …

shotgun in the possession of the division of criminal investigation criminalistics laboratory pursuant to Iowa Code section 809A.17 which is not entered in the firearms reference file pursuant to rule 661—95.4(809,809A) or distributed to another crime laboratory pursuant to rule …

reference file pursuant to rule 661—95.4(809,809A) and still in the possession of the division of criminal investigation criminalistics laboratory pursuant to Iowa Code section 809A.17, subsequent to the procedures set out in rules 661—95.5(809,809A) and 661—95.6(809A), shall be …

division of criminal investigation criminalistics laboratory pursuant to Iowa Code section 809A.17 which are not disposed of by the procedures provided in rules 661—95.2(809,809A) through 661—95.7(809,809A) shall be destroyed. Destruction shall be accomplished by grinding and cho…

ammunition subject to rules 661—95.1(809,809A) through 661—95.8(809,809A) shall be adjudicated in accordance with the procedures regarding contested cases set forth in 661—Chapter 10.

1.1(1) State records commission. The membership of the state records commission shall be composed of the following officials or their designees: the secretary of state, the director of the department of cultural affairs, the treasurer of state, the director of revenue, the direct…

and as set forth in Iowa Code section 305.2, unless otherwise specified. “Non-record materials” means documents and informational materials that do not meet the statutory definition of a record (Iowa Code section 305.2(9)) or that are excluded from the definition. Non-record mate…

1.3(1) State records commission. The state records commission shall be responsible for development and adoption of government information policies, standards and guidelines, and records series retention and disposition schedules that provide for economy and efficiency in the crea…

1.4(1) The Iowa department of transportation and the institutions under the Iowa board of regents are exempt from Iowa Code Supplement chapter 305. 1.4(2) Exempt agencies shall adopt rules in accordance with Iowa Code chapter 17A that are consistent with the objectives of Iowa Co…

information policies, standards and guidelines that provide for economy and efficiency in the creation, organization, maintenance, administrative use, security, public accountability, storage, retention and final disposition by destruction or permanent preservation of records.

staff member or a member of the public may propose a topic to be developed into a government information policy, standard or guideline by contacting the state records commission through the state archives and records bureau. A proposal may include a draft government information p…

14.3(1) The state records commission shall: a. Develop such government information policies, standards and guidelines as it deems appropriate; b. Prior to final adoption, solicit agency participation in the review of government information policies, standards and guidelines; c. D…

bureau shall provide administrative support to advisory committees appointed by the state records commission.

14.5(1) An agency shall be in substantial compliance with government information policies and standards adopted by the state records commission. 14.5(2) An agency may utilize government information guidelines adopted by the state records commission as the agency implements the go…

14.6(1) Advisory committees of the state records commission shall make recommendations to the state records commission. 14.6(2) Advisory committees of the state records commission may consist of public members and agency staff members. No more than three members of the state reco…

“E-mail” is a computer-generated message transmitted or received by means of a computer network. An E-mail may contain any combination of text, Internet Uniform Resource Locator (URL) links, attached files and associated metadata. “E-mail messages” are individual E-mail transmiss…

15.2(1) E-mail messages are records as defined in rule 671—15.1(17A,305) when sent or received in the course of conducting state business. 15.2(2) In order to determine the proper retention and disposition, E-mail messages must be evaluated for content and purpose. E-mail message…

accordance with Iowa Code section 17A.2(11)“c.”

records bureau, create and maintain a state records manual that contains: 1. Records series retention and disposition schedules adopted by the state records commission; 2. Detailed procedures for agency interaction with the state records commission and the state archives and reco…

all executive, legislative and judicial branch agencies subject to Iowa Code Supplement chapter 305.

and records bureau, maintain a current state records manual and shall make that manual available to all agencies. Copies of the state records manual, either on paper or in electronic format, will be available to the public on demand for the cost of publication and distribution. P…

retention and eventual disposition of state government records. The process employed to develop or revise records series retention and disposition schedules is designed to ensure the evaluation of administrative, legal, fiscal and historical values for records series in order to …

used for the inventorying of agency records and for the development or revision of records series retention and disposition schedules. The form is available from the state archives and records bureau of the department of cultural affairs.

3.3(1) An agency head shall maintain or cause to be maintained an inventory of records that are made, produced, executed, or received by the agency pursuant to statute in connection with the transaction of official business of state government, whether those records are created o…

shall expeditiously review a Records Series Inventory and Retention and Disposition Schedule Form as drafted by an agency, analyze the data reported thereon, and work in a collaborative manner with an agency to finalize the records series retention and disposition schedule recomm…

records series retention and disposition schedule recommendation presented by the state archives and records bureau to ensure that the state archives and records bureau has considered the administrative, legal, fiscal and historical values when preparing the recommendation and to…

calendar days after commission approval.

and Retention and Disposition Schedule Form, are available in the state records manual. These rules are intended to implement Iowa Code Supplement chapter 305. [Filed 5/21/04, Notice 3/17/04—published 6/9/04, effective 7/14/04]

state records commission operates the state records center, a secure, low-cost storage facility for the temporary storage of records. Central offices of state agencies shall, and field offices may, use the state records center for storage of temporary records in accordance with a…

temporary records: 4.2(1) A Records Transfer Authorization form obtained from the state archives and records bureau documents the transfer of a record from an agency to the state records center. 4.2(2) A Record Interfile Request form shall be attached to an agency record to be fi…

4.3(1) An agency records officer shall: a. Transfer records to the state records center in accordance with established records series retention and disposition schedules; b. Review, verify, sign and submit a completed Records Transfer Authorization form to the state archives and …

4.4(1) The state archives and records bureau shall review and approve a completed Records Transfer Authorization form in a timely manner and shall assist an agency in correcting an incomplete or inaccurate Records Transfer Authorization form. 4.4(2) After approving a Records Tran…

Authorization, the Record Interfile Request, the Record Retrieval Request, the Records Officer(s) and Authorized Users: Department Information Sheet, and the One-Time Records User Authorization forms, are available in the state records manual. These rules are intended to implemen…

state records center only to a state agency. The state archives and records bureau does not provide access to a record stored in the state records center to a member of the public.

the following definitions shall apply to 671—Chapters 1 to 8 and 14: “Authorized user” means an agency staff person appointed by an agency head to have the authority to review or remove an agency record from the state records center and the authority to borrow, with prior approva…

bureau, shall be used in the process of accessing temporary records: 5.3(1) A Records Officer(s) and Authorized Users: Department Information Sheet form is used to appoint an agency records officer and to appoint an agency’s authorized users. 5.3(2) A Record Retrieval Request for…

5.4(1) An agency head shall complete and file a Records Officer(s) and Authorized Users: Department Information Sheet form with the state archives and records bureau to appoint the department records officer(s) and to identify those agency staff members appointed as authorized us…

5.5(1) An original warrant user may request access to an original redeemed state warrant stored at the state records center by providing to the state archives and records bureau a properly completed Original Warrant Release form prior to use or release of the original redeemed wa…

5.6(1) The state archives and records bureau shall make an agency record in the state records center available only to an authorized user on the agency’s Records Officer(s) and Authorized Users: Department Information Sheet form or to an agency staff person for whom the state arc…

the Records Officer(s) and Authorized Users: Department Information Sheet, and the One-Time Records User Authorization forms, are available in the state records manual. These rules are intended to implement Iowa Code Supplement chapter 305. [Filed 5/21/04, Notice 3/17/04—publishe…

fiscal requirements shall be destroyed in accordance with records series retention and disposition schedules established by the state records commission.

Disposal Certificate form shall be used by an agency to authorize the destruction of a box of records when it has reached its destruction eligibility date, the extension of the destruction eligibility date of a box of records, or the permanent removal of a file or box of records …

6.3(1) The state archives and records bureau shall maintain an accurate inventory of each box of records in the state records center. For each box of records, the inventory includes the destruction eligibility date as established by the records series retention and disposition sc…

6.4(1) An agency head or an agency records officer shall review or cause to be reviewed a Notice of Intent to Destroy and Disposal Certificate form to authorize destruction of records or to identify records that need to be held in the state records center for additional time or t…

Destroy and Disposal Certificate form, are available in the state records manual. These rules are intended to implement Iowa Code Supplement chapter 305. [Filed 5/21/04, Notice 3/17/04—published 6/9/04, effective 7/14/04]

to preserve, protect and make accessible those records of state government that have enduring value.