Section 1-1503. MAINTENANCE AND USE OF RECORDS

 

1503.1Agency heads shall establish controls over the maintenance and use of records in accordance with these regulations, and shall ensure that records of continuing historical or other significance can be located when needed and that they are preserved in good condition for eventual transfer to the Archives.

 

1503.2The head of each agency shall notify the Administrator in writing of any actual, impending, or threatened unlawful defacing, alteration, or destruction of records in the custody of the agency that shall come to his or her attention, and with the advice and assistance of the Administrator shall initiate appropriate administrative action under the personnel regulations and/or appropriate statute.

 

1503.3Employees of the District shall keep public records at the place where they are required by or pursuant to law to keep their offices or other facilities, except those disposed of in accordance with approved disposition authorizations.

 

1503.4The head of each agency shall notify the Administrator in writing of any actual, impending, or threatened removal of records in the custody of the agency and, with the advice and assistance of the Administrator, shall initiate appropriate action. Such action may be that which is necessary to prevent such unlawful removal; or through the Corporation Counsel to recover unlawfully removed records.

 

1503.5The Administrator may initiate administrative and/or legal action pursuant to sections 1503.2 through 1503.4 above, when he or she determines that timely or necessary action will not otherwise be taken.

 

1503.6The head of each agency shall establish safeguards against the unlawful destruction or removal of records. Safeguards shall include making it known to officials and employees of the agency the following information:

 

(a)The requirements of this chapter shall be met;

 

(b)Records in the custody of the agency are not to be removed or destroyed except in accordance with this chapter; and

 

(c)The penalties provided by law shall be invoked for the unlawful removal or destruction of records.

 

1503.7Provision shall be made by each agency head to ensure that permanent records are preserved but that other inactive records are promptly disposed of as prescribed by approved Records Schedules or Disposal Lists.

 

1503.8On or before the expiration of his or her term of office, each elected or appointed official shall transfer or relinquish to his or her successor, or if there be none to the Administrator, all public records in his or her custody.

 

source

Final Rulemaking published at 34 DCR 7001, 7004-05 (October 30, 1987).