Sec. 11-8. Records management program. Public Records Administrator. (a)
Under the direction of the State Library Board, the State Librarian shall be responsible
for developing and directing a records management program for the books, records,
papers and documents of all state agencies within the executive department, and the
books, records, papers and documents of the several towns, cities, boroughs, districts
and other political subdivisions of the state, including the probate districts, pursuant to
the provisions of section 11-8a. The State Librarian shall also supervise the operation of
state records centers; provide photoduplication and microfilming service and document
repair and restoration service for state and local records; approve security storage facilities, within or without the state, or establish and operate such facilities within the state,
for the safe storage of original public records or security copies thereof; and carry out
a program for the identification and preservation of essential records of the state and of
its political subdivisions. He shall, with the approval of the State Library Board, and in
accordance with the provisions of chapter 54, adopt regulations for the creation and
preservation of the records of the several towns, cities, boroughs and districts, including
probate districts, of the state. Such regulations shall establish the physical characteristics
required for papers, inks, typewriter ribbons, carbon papers, loose-leaf binders, photographic films or other supplies and materials, including photographic or other processes
for recording documents, used in the creation of public records; and the design, construction and degree of fire resistance required for safes, cabinets, vaults and file rooms
in which public records are housed. He shall ascertain from time to time whether the
provisions of the general statutes and of such regulations relating to the recording, filing,
indexing, maintenance and disposition of such records are being carried out. He may
order any person having the care and custody of such records to comply with such
statutes or with such regulations. He shall send a copy of such order to the chief administrative officer of the town, city, borough or district to which the records relate. The order
shall specify the time within which it shall be complied with; and, in setting such time,
he shall take into consideration the availability of facilities or equipment or the need
for the construction or purchase thereof. The State Librarian may cause the enforcement
of any such order by application to the Superior Court, or to any judge thereof if said
court is not then sitting, to issue an appropriate decree or process, which application
shall be brought and the proceedings thereon conducted by the Attorney General.
(b) The State Librarian shall, subject to the provisions of chapter 67, appoint an
assistant who shall be the Public Records Administrator. All powers, functions and
duties assigned to the Examiner of Public Records are hereby transferred to the Public
Records Administrator.
(1949 Rev., S. 1637; 1967, P.A. 495, S. 3; P.A. 73-544, S. 21; P.A. 77-614, S. 121, 610; P.A. 80-338, S. 4; P.A. 84-414, S. 5, 14; P.A. 89-167, S. 1.)
History: 1967 act substituted public records administrator for examiner of public records, made administrator head
of newly-created department of archives and records administration, deleted requirement that committee approve the
appointment and replaced former provisions re duties with detailed enumeration of duties; P.A. 73-544 substituted civil
preparedness for civil defense; P.A. 77-614 substituted commissioner of administrative services for records management
committee; P.A. 80-338 clarified that records management program be carried out for state agencies "within the executive
department", substituted state librarian for commissioner of administrative services, deleted provision re cooperation with
civil preparedness advisory council, deleted references to standards and substituted "chapter 54" for "chapter 48"; P.A.
84-414 deleted provisions re department of archives and records administration, inserted Subsec. (a) with provisions
directing the state librarian to develop a records management program for the books, records, papers and documents of all
state agencies and the several towns, cities, boroughs, districts and other political subdivisions of the state and inserted a
new Subsec. (b) re appointment of a public records administrator; P.A. 89-167 amended Subsec. (a) by deleting the
requirement that the state librarian obtain the approval of the commissioner of administrative services re the records
management program.
See Secs. 1-9 to 1-12, inclusive, re standards for ink, paper, binders etc. used for public records.
See Sec. 7-109 re destruction of documents.
Cited. 216 C. 253, 258, 259, 268. Sec. 11-8 et seq. cited. Id. Cited. 223 C. 731, 741, 751.
Subsec. (a):
Cited. 216 C. 253, 268.
Subsec. (b):
Cited. 216 C. 253, 268.
Sec. 11-8a. Retention, destruction and transfer of documents. Centralized microcopying services. (a) The State Librarian shall, in the performance of his duties
pursuant to section 11-8, consult with the Attorney General, the Probate Court Administrator and the chief executive officers of the Connecticut Town Clerks Association and
the Municipal Finance Officers Association of Connecticut, or their duly appointed
representatives.
(b) The State Librarian may require each such state agency, or each political subdivision of the state, including each probate district, to inventory all books, records, papers
and documents under its jurisdiction and to submit to him for approval retention schedules for all such books, records, papers and documents, or he may undertake such inventories and establish such retention schedules, based on the administrative need of retaining such books, records, papers and documents within agency offices or in suitable
records centers. Each agency head, and each local official concerned, shall notify the
State Librarian of any changes in the administrative requirements for the retention of
any book, record, paper or document subsequent to the approval of retention schedules
by the State Librarian.
(c) If the Public Records Administrator and the State Archivist determine that certain books, records, papers and documents which have no further administrative, fiscal
or legal usefulness are of historical value to the state, the State Librarian shall direct
that they be transferred to the State Library. If the State Librarian determines that such
books, records, papers and documents are of no administrative, fiscal, or legal value,
and the Public Records Administrator and State Archivist determine that they are of no
historical value to the state, the State Librarian shall approve their disposal, whereupon
the head of the state agency or political subdivision shall dispose of them as directed
by the State Librarian.
(d) The State Librarian may establish and carry out a program of inventorying,
repairing and microcopying for the security of those records of political subdivisions
of the state which he determines to have permanent value; and he may provide safe
storage for the security of such microcopies of such records.
(e) The State Library Board may transfer any of the books, records, documents,
papers, files and reports turned over to the State Librarian pursuant to the provisions of
this section and section 11-4c. The State Library Board shall have sole authority to
authorize any such transfers. The State Library Board shall adopt regulations pursuant
to chapter 54 to carry out the provisions of this subsection.
(f) Each state agency shall cooperate with the State Librarian to carry out the provisions of this section and shall designate an agency employee to serve as the records
management liaison officer for this purpose.
(P.A. 80-338, S. 1; P.A. 81-472, S. 13, 159; P.A. 84-119, S. 1, 3; 84-414, S. 6, 14; P.A. 88-216, S. 2, 7; P.A. 89-167, S. 2.)
History: P.A. 81-472 made technical change; P.A. 84-119 included participation of state archivist in determination re
transfer of documents to state library and destruction of certain public records; P.A. 84-414 deleted provisions re records
management program (See Sec. 11-8) and reiterated amendments made by P.A. 84-119; P.A. 88-216 restructured the
section, added Subsec. designations and provided for the transfer of documents by the state library board; P.A. 89-167
added Subsec. (f) concerning designation of a records management liaison officer.
See Sec. 7-109 re destruction of documents by municipal officials, boards or commissioners.
See Sec. 11-8(b) re appointment of Public Records Administrator.
Cited. 216 C. 253, 258, 259, 268. Sec. 11-8 et seq. cited. Id. Cited. 223 C. 731, 742, 743.
Subsec. (b):
Cited. 216 C. 253, 268.
Subsec. (c):
Destruction of public records is an illegal subject of bargaining. 216 C. 253, 258, 259, 268-270.
Sec. 11-8b. Transfer or disposal of public records. State Library Board to
adopt regulations. All public records, as defined in section 11-8 or section 11-8a, or
other such records, created by public offices, are the property of the agency concerned
and shall not be removed, destroyed, mutilated, transferred or otherwise damaged or
disposed of, in whole or in part, except as provided by law or under the rules and regulations adopted by the State Library Board pursuant to the provisions of chapter 54. Such
public records shall be delivered by outgoing officials and employees to their successors
and shall not be otherwise removed, transferred, or destroyed unlawfully.
(P.A. 84-119, S. 2, 3.)
Cited. 216 C. 253, 258, 259, 268. Sec. 11-8 et seq. cited. Id.
Sec. 11-8c. Recovery of public records by State Librarian. Upon complaint of
the State Librarian, the Attorney General shall replevy any public records which have
been unlawfully transferred or removed in violation of sections 1-18, 1-210, 7-109, 11-8 and 11-8a. Such public records shall be returned to the office of origin and safeguards
shall be established to prevent further recurrence of unlawful transfer or removal.
(P.A. 84-251.)
Cited. 216 C. 253, 258, 259, 268. Sec. 11-8 et seq. cited. Id.
Secs. 11-8d to 11-8h. Reserved for future use.
Sec. 11-8i. Historic documents preservation account. There is established,
within the General Fund, a separate and nonlapsing account to be known as the "historic
documents preservation account". The account shall contain any moneys required by
law to be deposited in the account. Investment earnings credited to the assets of the
account shall become part of the assets of the account. Any balance remaining in the
account at the end of any fiscal year shall be carried forward for the fiscal year next
succeeding. The moneys in said account shall be used for the purposes of sections 11-8j to 11-8l, inclusive.
(P.A. 00-146, S. 2, 8.)
History: P.A. 00-146 effective July 1, 2000.
Sec. 11-8j. Preservation and management of historic documents: Definitions.
As used in sections 11-8i to 11-8l, inclusive, "preservation and management of historic
documents" means activities that include, but are not limited to, the following: (1) The
restoration and conservation of land records, land record indexes, maps or other records;
(2) the microfilming of land records, land record indexes, maps or other records; (3) the
use of information technology to facilitate the performance of duties integral to the
maintenance and tracking of historic documents; (4) the assessment or upgrading of
records retention facilities; (5) disaster recovery; and (6) the training of personnel to
perform duties integral to the maintenance and tracking of historic documents.
(P.A. 00-146, S. 3, 8.)
History: P.A. 00-146 effective July 1, 2000.
Sec. 11-8k. Historic documents preservation grants to municipalities. Allocation of moneys in historic documents preservation account. (a) The Public Records
Administrator shall make grants to municipalities from the historic documents preservation account, established under section 11-8i, for the preservation and management of
historic documents.
(b) If the Public Records Administrator finds that any grant awarded pursuant to
this section is being used for other purposes or to supplant a previous source of funds,
the Public Records Administrator may require repayment.
(c) The Public Records Administrator shall allocate moneys in the historic documents preservation account, established under section 11-8i, for (1) the preservation
and management of historic documents maintained by the State Library, and (2) the
expenses of administering the historic documents preservation grant program, established under section 11-8l. The total amount of such allocated moneys in any fiscal year
shall be thirty per cent of the moneys deposited in such historic documents preservation
account in such year. On or before September 1, 2001, and annually thereafter, the
State Library shall submit a report describing the activities performed with the allocated
moneys for the preceding fiscal year to the joint standing committee of the General
Assembly having cognizance of matters relating to government administration.
(P.A. 00-146, S. 4, 8.)
History: P.A. 00-146 effective July 1, 2000.
Sec. 11-8l. Historic documents preservation grant program. Regulations. (a)
The Public Records Administrator shall establish and administer a historic documents
preservation grant program to help municipalities to enhance or improve the preservation and management of historic documents. Each application shall include a description
of the purpose, objective and budget of the activities to be funded by the grant. The
chief executive officer of a municipality applying for a grant under this section may
designate the town clerk of that municipality as the agent to make such application.
(b) The Public Records Administrator shall establish, by regulations adopted in
accordance with chapter 54, relative priorities for the approval of grants under this
section. Such priorities may take into account the differing needs of municipalities, the
need for consistency and equity in the distribution of grant awards and the extent to
which particular projects may advance the purposes of this section. The Public Records
Administrator may establish further criteria for the approval of grants under this section.
Not later than February 1, 2001, the Public Records Administrator shall develop and
disseminate a pamphlet that describes the evaluation process for grant applications under
this section. In awarding grants under this section, the Public Records Administrator
shall consult with the State Archivist and any other person the Public Records Administrator deems necessary.
(c) The Public Records Administrator shall authorize grant awards under this section on or before July thirty-first and December thirty-first of each fiscal year in which
payment of a grant is to be made.
(d) The Public Records Administrator shall allocate seventy per cent of the moneys
in the historic documents preservation account in any fiscal year to fund applications
submitted under this section.
(P.A. 00-146, S. 5, 8.)
History: P.A. 00-146 effective July 1, 2000.
Sec. 11-8m. Municipal reports to Public Records Administrator. Annual report of Public Records Administrator to legislative committee. (a) Each municipality
that receives a grant from the historic documents preservation account established under
section 11-8i shall submit a report to the Public Records Administrator, in such form
as the Public Records Administrator prescribes, not later than September first of the
fiscal year following the year such grant was received. Such report shall contain a description of activities paid for with financial assistance under the grant. The chief executive officer of a municipality that receives a grant from the historic documents preservation account may designate the town clerk of that municipality as the agent to make
such report.
(b) On or before January 1, 2002, and annually thereafter, the Public Records Administrator shall submit a report on grants made under sections 11-8j to 11-8l, inclusive,
for the preceding fiscal year to the joint standing committee of the General Assembly
having cognizance of matters relating to government administration. Each such report
shall include: (1) A description of the grants made under sections 11-8j to 11-8l, inclusive, including the amount, purposes and the municipalities to which they were made;
(2) a summary of the activities for which the State Library used the moneys allocated
to it under section 11-8k; and (3) any findings or recommendations concerning the
operation and effectiveness of the grant program.
(P.A. 00-146, S. 6, 8.)
History: P.A. 00-146 effective July 1, 2000.
Sec. 11-8n. Regulations. (a) The State Librarian shall adopt regulations, in accordance with the provisions of chapter 54, to implement the provisions of sections 11-8j
to 11-8m, inclusive.
(b) The State Librarian shall establish a committee to advise such State Librarian
on the development and implementation of regulations under this section. The State
Librarian shall designate the members of the committee who shall include representatives of small, medium and large municipalities and municipalities in all geographic
regions of the state.
(P.A. 00-146, S. 7, 8.)
History: P.A. 00-146 effective July 1, 2000.
Sec. 11-9. Appropriations to the Connecticut Historical Society. The Connecticut Historical Society shall fund its operations through federal, state and private funds,
to the extent that they are available. The Comptroller is authorized to draw his order
upon the Treasurer in equal quarterly installments in favor of the treasurer of the society
in such sums as may be appropriated for programs and purposes of the society which
are intended for the use and benefit of the public.
(1949 Rev., S. 1676; P.A. 85-222.)
History: P.A. 85-222 entirely replaced provisions of section deleting specific purposes for which appropriations to the
society may be made and adding reference to programs and purposes of the society which are intended for the use and
benefit of the public.
Cited. 216 C. 253, 259. Sec. 11-8 et seq. cited. Id.
Sec. 11-9a. Appointment and duties of Cooperating Library Service Unit Review Board. Section 11-9a is repealed.
(P.A. 75-363; P.A. 82-314, S. 59, 63; 82-360, S. 3, 4.)
See Sec. 11-9e re cooperating library service units and review board.
Sec. 11-9b. Definitions. As used in this section and sections 11-9c and 11-9d:
(a) "State publications" means all publications printed or published by or under the
direction of the state or any officer thereof, or any other agency supported wholly or in
part by state funds;
(b) "Printed" means all forms of printing and duplicating, regardless of format or
purpose, with the exception of correspondence and interoffice memoranda;
(c) "State agency" means every state office, officer, department, division, bureau,
board and commission, permanent or temporary in nature, whether legislative, executive
or judicial, and any subdivisions of each, including state-supported institutions of higher
education;
(d) "Depository library" means the designated library for collecting, maintaining
and making available to the general public Connecticut state agency publications.
(P.A. 77-561, S. 1; P.A. 84-92, S. 1, 3.)
History: P.A. 84-92 amended Subsec. (a) deleting language which defined "state publications" as publications "purchased for distribution by a state agency" and substituting "published by or under the direction of the state or any officer
thereof".
Cited. 216 C. 253, 259. Sec. 11-8 et seq. cited. Id.
Sec. 11-9c. Administration of state publications collection and depository library system. The State Library shall administer a Connecticut state publications collection and a depository library system. The State Library shall: (1) Establish and administer, with the approval of the State Library Board, such rules and regulations as may
be deemed necessary to carry out the provisions of sections 11-9b to 11-9d, inclusive;
(2) develop and maintain standards for depository libraries, including ascertaining their
geographical distribution, with the approval of the State Library Board; (3) enter into
depository contracts with libraries that meet the standards for eligibility established by
the State Library; (4) annually advise designated staff in each agency, required by section
11-9d, of the number of copies of publications needed for distribution; (5) receive from
state agencies on or about publication date the specified number of copies of each publication; (6) retain sufficient copies in the Connecticut State Library for preservation,
reference and interlibrary loan purposes; (7) distribute two copies of each publication
to the Library of Congress and one copy to an additional national or regional research
library designated by the State Library; (8) distribute copies of publications to depository
libraries within the state in accordance with the terms of their depository contracts and
to libraries outside the state in accordance with any agreements entered into for the
exchange of state publications; and (9) publish periodically, but at least quarterly, and
distribute to depository and other libraries in Connecticut, other state libraries, state
legislators and state agencies and libraries, upon request, an official indexed list of
Connecticut state publications with an annual cumulated index.
(P.A. 77-561, S. 2; P.A. 84-92, S. 2, 3.)
History: P.A. 84-92 deleted requirement that state library publish a monthly list of state publications and substituted a
periodic, but at least quarterly publication schedule.
Cited. 216 C. 253, 259. Sec. 11-8 et seq. cited. Id.