What We Do

The primary records management team within DOR is comprised of the Director of Records Management and the Records Custodians within each division.  The roles and responsibilities of each are listed below.

The Director of Records Management of the Colorado Department of Revenue:

1. Serves as the Colorado Department of Revenue’s designated records liaison officer in accordance with section 28-80-102.7(2) (b), C.R.S.

2. Appoints a records custodian or custodians for each division within the Department. In most cases record custodian assignment is ex officio.

3. Develops, updates, and disseminates the Colorado Department of Revenue’s internal records management processes, procedures, and guidelines.

4. Provides records management leadership, guidance, and support to the records custodians, their delegates, and the Colorado Department of Revenue’s staff.

5. Conducts records management training with the assistance of State Archives and the Attorney General’s Office for the records custodians, their delegates, and the Colorado Department of Revenue’s staff.

6. Conducts internal records management audits to verify policies, processes, procedures, and guidelines are consistently implemented.

7. Evaluates new records management technologies, standards, and evolving best practices for implementation in cooperation with the Attorney General’s Office, State Archives, State Auditor’s Office, Office of Information and Technology, and the Colorado Department of Revenue.

The Records Custodians within each Division of the Colorado Department of Revenue:

1. 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.

2. 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.

3. Responds to the Colorado Department of Revenue’s efforts to comply with litigation hold notices, court orders, investigations, and audits.

4. Implements the approved records management processes, procedures, and guidelines.

5. Manages the division’s records throughout the record’s life cycle, including:  identifying → classifying → storing → securing → retrieving → tracking → destroying or permanently preserving.

6. 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. 

7. Assists in the development and maintenance of record purge criteria for DOR OIT applications, systems, and databases utilized in their division.

8. 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.