State Records Officers
"Records Officer" is a title defined in Vermont law for the person responsible for an agency's or department's records management program. The title "Records Officer" is not to be confused with the term or phrase "Public Records Officer" used by some agencies and departments for state employees performing non-records management functions.
Pursuant to 3 V.S.A. § 218(d) (Agency/Department Records Management Program), the head of each State agency or department "shall designate a member of his or her staff as the records officer for his or her agency or department, and shall notify the Vermont State Archives and Records Administration in writing of the name and title of the person designated, and shall post the name and contact information of the person on the agency or department website, if one exists."
Although 3 V.S.A. § 218 applies specifically to executive agencies and departments in state government, constitutional officers and legislative and judicial bodies also designate records officers as a best practice for their records management programs. A records officer designated under 3 V.S.A. 218 may also be designated under 1 V.S.A. § 318 (Access To Public Records) to be accountable for overseeing the processing of requests for public records received by the Agency or the Department.
Link to: Active State Records Officers List*
Agency/Department Records Management Programs
Under state law, the head of each State agency and department is also responsible for maintaining an active and continuing records management program approved by the Vermont State Archives and Records Administration.
Approval comes through an agency or department's collaboration with VSARA's records and information management (RIM) specialists to meet state recordkeeping requirements enacted under Act 96 of 2008 and related strategic plans, including the 2006 Preliminary Strategic Plan for Executive Branch Records and the 2012 Act 59 Legislative Report.
Compliance with 3 V.S.A. § 218 and related laws has a direct correlation with an agency or department's ability to assure the needs of Vermonters dependent on their services are being met in the most efficient and effective way possible. Performance is largely based on an agency or department's capabilities to govern its records and information in a disciplined, coordinated and measurable manner through a combination of people, processes and infrastructure.
Program Status Report as of July 1, 2018. Agencies engaged in VSARA's Targeted Assistance Program (TAP) are actively developing their internal records management policies with assistance from VSARA RIM Specialists.
|Date of Most Recent Agency-Specific Record Schedule
||Notice of GRS Adoption on File||Requisite Internal Policy for GRS Use on File||Information Governance (IG) Maturity|
|Administration, Agency of||1995||Yes||No||Level 1|
|Buildings and General Services, Dept. of||1999||Yes||No||Level 1|
|Finance and Management, Dept. of||2002||Yes||In TAP||Level 1|
|Human Resources, Dept. of||2001||Yes||Yes||Level 1|
|Libraries, Dept. of||1996||No||n/a||Level 1|
|Taxes, Dept. of||2015||Yes||Yes||Level 3|
|Agriculture, Food and Markets, Agency of||1997||Yes||Yes||Level 1|
|Commerce and Community Development, Agency of||1999||Yes||Yes||Level 1|
|Economic Development, Dept. of||2011||Yes||No||Level 2|
|Historic Preservation, Div. for||2010||Yes||No||Level 2|
|Housing and Community Development, Dept. of||2011||Yes||No||Level 2|
|Tourism and Marketing, Dept. of||n/a||Yes||No||Level 1|
|Vermont Center for Geographic Information||1998||Yes||No||Level 1|
|Vermont Life||2010||Yes||No||Level 2|
|Digital Services, Agency of||1984||Yes||No||Level 1|
|Education, Agency of||2013||Yes||Yes||Level 2|
|Financial Regulation, Dept. of||2004||Yes||Yes; In TAP||Level 2|
|Human Services, Agency of||1997||Yes||In TAP||Level 2|
|Aging and Independent Living, Dept. of||2002||Yes||In TAP||Level 2|
|Central Office||1997||Yes||No||Level 1|
|Children and Families, Dept. for||2010||Yes||Yes; In TAP||Level 2|
|Corrections, Dept. of||1998||Yes||In TAP||Level 1|
|Health, Dept. of||2004||Yes||In TAP||Level 2|
|Mental Health, Dept of.||2011||Yes||In TAP||Level 2|
|Vermont Health Access, Dept. of||None||Yes||Yes; In TAP||Level 1|
|Vermont State Hospital||2011||Yes||In TAP||Level 2|
|Labor, Dept. of||1997||No||n/a||Level 1|
|Liquor Control, Dept. of||2011||Yes||Yes||Level 2|
|Lottery Commission||2004||Yes||Yes||Level 1|
|Military, Dept. of||1970||Yes||Yes||Level 1|
|Natural Resources, Agency of||None||Yes||Yes||Level 1|
|Environmental Conservation, Dept. of||2012||Yes||Yes||Level 1|
|Fish and Wildlife, Dept. of||2003||Yes||Yes||Level 1|
|Forests, Parks and Recreation, Dept. of||1997||Yes||Yes||Level 1|
|Public Safety, Dept. of||2001||Yes||Yes; In TAP||Level 1|
|Public Service, Dept. of||2003||Yes||Yes; In TAP||Level 1|
|State Attorneys and Sheriffs, Dept. of||2013||Yes||No||Level 2|
|Transportation, Agency of||2002||Yes||Yes||Level 1|
|Motor Vehicles, Dept. of||1999||Yes||Yes||Level 1|
Please see the State Phone Directory for the most up-to-date contact information.