pm95_1.cfm

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PM95-1: Policy for Records Management

Purpose

To formalize a policy which sets forth the manner in which DEQ will handle the retention and/or destruction of field notes, other notes, internal working drafts of DEQ documents, communications to or from the Attorney General's Office, confidential business information and investigatory records. This policy shall supplement any other more general records management policy adopted by DEQ and/or the Idaho Department of Health and Welfare.

Statement of Policy

Field Notes

Any field notes generated by a DEQ employee shall be stored in the relevant agency source file.

Other Notes

Any other notes including those in journals, calendars, log books and the like which are created in the course and scope of the drafter's work at DEQ are public records so long as they are retained by DEQ.

Destruction of Records

Except where retention is warranted in a particular circumstance, internal working drafts of DEQ documents (such as Notices of Violations, Inspection Reports, letters, or Consent Orders) shall be removed from the file and destroyed once the document is finalized.

Communications to or from the Attorney General's Office

Any communication to or from the Attorney General's Office shall be physically segregated in a confidential section of the relevant file.

Confidential Business Information

Any materials which qualify or potentially qualify for a business information exemption to disclosure (trade secrets, business records, or environmental audit materials) shall be physically segregated in a confidential section of the relevant file.

Each division, bureau and/or regional office within DEQ shall adopt, in consultation with the Attorney General's Office, a written procedure to govern the treatment of business records claimed by the person submitting the records to be confidential.

Investigatory Records

Each division, bureau and/or regional office within DEQ shall adopt, in consultation with the Attorney General's Office, a written procedure to be used to govern the filing of investigatory records.

Implementation

This policy shall be effective immediately and shall become void at such time as the statement of policy is adopted as part of IDAPA 58.01.08.

DATED: 1995

WALLACE N. CORY, P.E.
ADMINISTRATOR

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