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Records Custodians are DOR employees within each division assigned to implement the records management program within their division. This is typically the division director or a high-level manager. Records custodians can assign one or more delegates to help administer the program.
Responsibilities of Records Custodians
Sufficiently understands their division’s regulatory environment and operations to properly identify and manage records as evidence of their division’s decisions, activities, and transactions.
Retrieves the necessary records to defend the Colorado Department of Revenue in legal proceedings. May also testify to the authenticity and integrity of the division’s records and provide any foundation necessary for the admission of records into evidence.
Responds to the Colorado Department of Revenue’s efforts to comply with litigation hold notices, court orders, investigations, and audits.
Implements the approved records management processes, procedures, and guidelines.
Manages the division’s records throughout the record’s life cycle, including: identifying → classifying → storing → securing → retrieving → tracking → destroying or permanently preserving.
Reviews the division’s record retention schedule(s) and records inventory at least once a year to validate that the schedules and inventories are current and up to date.
Assists in the development and maintenance of record purge criteria for DOR OIT applications, systems, and databases utilized in their division.
Records custodians may assign a delegate or delegates within their division to help administer the records management program. However, records management responsibilities remain with the records custodian and may not be delegated.
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