HB 2501: electronic records; state library

PRIME SPONSOR: Representative Blackman, LD 6

BILL STATUS: Senate Engrossed

                                Senate 3rd Read: 28-0-2-0



☐ Prop 105 (45 votes)	     ☐ Prop 108 (40 votes)      ☐ Emergency (40 votes)	☐ Fiscal NoteDirects the state library to establish, operate and maintain a trusted electronic records repository.


The state library is the central depository of all official books, records and documents, not in current use of the various state officers and departments of this state, counties, incorporated cities and towns (A.R.S. § 41-151.09). The state library is require to provide a records management and archives program as well as a state and federal government documents depository program (A.R.S. § 41-151.01).

The director of the state library and every other custodian of public records are required to carefully protect and preserve the records from deterioration, mutilation, loss or destruction and, when advisable, cause them to be properly repaired and renovated. All paper, ink and other materials used in public offices for the purpose of permanent records must be of durable quality and are required to comply with the standards established pursuant to statute (A.R.S. § 41-151.15).


1.       Includes electronic records in the central depository of the state library records and the records received by public officials or employees of this state, counties or municipalities. (Sec. 1)

2.       Requires the state library to establish, operate and maintain a trusted electronic records repository. (Sec. 2)

3.       Specifies that the trusted electronic records repository is for the purpose of keeping, preserving, securing and making available the electronic and digitized records of the state archives, the state documents program and public records that are received pursuant to statute. (Sec. 2)

4.       Establishes the Electronic Records Repository Fund (Fund) consisting of legislative appropriations, nonfederal grants, gifts, fees, donations and other monies. (Sec. 3)

5.       Stipulates that the director of the state library will administer the Fund. (Sec. 3)

6.       Directs the state library director to use the monies in the Fund for operating expenses for the trusted electronic records repository. (Sec. 3)

7.       Exempts the monies in the Fund from lapsing of appropriations. (Sec. 3)

8.       Appropriates $70,000 and one full-time equivalent position from the General Fund in Fiscal Year 2024 to the Secretary of State for the purposes of this Act. (Sec. 5)

9.       Makes technical and conforming changes. (Sec. 1, 2)



Senate Amendments

1.       Removes the requirement that the state library keep and preserve the records of terminated agencies. (Sec. 2)



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5.       Fifty-fourth Legislature                       HB 2501

6.       First Regular Session                            Version 5: Senate Engrossed


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