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Arizona AG Defined Parole Board's Records Retention And Disposal Requirements

The Arizona Attorney General (AG) opined the parameters for the Board of Pardons and Paroles (Board) retention and disposal of meetings and hearings recordings, audio tapes and written minutes, and prisoner files after the conclusion of parole.

AG Bob Corbin based the recording requirements on the AG's previous Opinion 180 198 regarding school board meetings. Since the recordings were used as an aid to prepare written minutes, once the written minutes were completed a need no longer existed for the recordings. Unless used in place of written minutes, the recordings were not defined by A.R.S. § 41 1350 as public records. It was determined that under A.R.S. § 41 13A6(A)(1), every governmental agency head was responsible for implementing a public records management program and for schedule submissions regarding retention to the Department of Library Archives and Public Records (Department). Once a record's use was determined non existent by the Department, disposal is to be in accordance with proper statutory provisions. See: Attorney General, State of Arizona. 1990 Op. Atty.Gen. 138.

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Attorney General, State of Arizona