Records Disposition Authorities, State

State agencies with approved RDAs
(As new and revised RDAs are added, only the PDF version will be available.)
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Special Records Disposition Authorities (RDA) or RDA Revisions That Apply to All State Agencies:

1. Disposition for Printouts of Acknowledgment from the Secretary of State Relating to Notices of Meetings Posted by State Agencies

The Open Meetings Act of 2005 (Code of Alabama, Section 36-25A-1 to 11) requires that governmental bodies with statewide jurisdiction must submit notices of their meetings to the Office of the Secretary of State for posting on the Secretary of State’s Internet website. Upon receipt of the meeting notice, the Office of the Secretary of State sends an e-mail to the governmental body as an acknowledgment. The printouts of these e-mails should be preserved for compliance review for three years. At its quarterly meeting on January 25, 2006, the State Records Commission approved the disposition of Printouts of Acknowledgment from the Secretary of State Relating to Notices of Meetings Posted by State Agencies as an addition to all state agency’s Records Disposition Authority (RDA).

Printouts of Acknowledgment from the Secretary of State Relating to Notices of Meetings Posted by State Agencies Disposition: Temporary Record. Retain 3 years.

2.Revision of Retention of State Agency Bid Records

On February 23, 2006, the State Legislature enacted a bill (2006-107) to amend the Code of Alabama, Section 41-16-24, 41-16-27, and 41-16-54, relating to the Competitive Bid Law. The amendment changes the original statement of Section 41-16-24 (b) from “..... all original bids together with all documents pertaining to the award of the contract shall be retained and made a part of the permanent file or records.....” to “all original bids together with all documents pertaining to the award of the contract shall be retained in accordance with a retention period established by the State Records Commission .....” In response to the new amendment, the State Records Commission revised, at its meeting on April 26, 2006, the retention schedule for bid records created/maintained by all state agencies to read as follows:

Records documenting the bid process, including requests for proposals and unsuccessful responses

a. ORIGINAL BID RECORDS MAINTAINED IN THE PURCHASING OFFICE OF THE AGENCY FOR CONTRACTS OVER $7500
Disposition: Temporary Record. Retain 7 years after the end of the fiscal year in which the bids were opened.

b. Duplicate copies of bid (where originals are maintained by the Finance Department - Division of Purchasing) Disposition: Temporary Record. Retain 3 years after the end of the fiscal year in which the bids were opened.

New Disposition Statement for Ceremonial/Honorary Artifacts Materials

Meetings agenda, minutes packets