It shall be the duty of each agency of the state and political subdivision thereof to:

(1)  Assist in the creation of record control schedules containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency and designed to furnish the information necessary to protect public records created or received by the agency until they have met retention requirements;

(2)  Cooperate fully with the division in complying with the provisions of this chapter;

(3)  Establish and maintain an active and continuing program for the preservation of permanent records and assist the division to implement the provisions of this chapter. Agencies that do not transfer permanent records to the state archives shall submit an annual preservation report to the state archives; and

(4)  Establish necessary safeguards against the removal or loss of records. These safeguards shall include notification to all officials and employees of the agency that no records in the custody of the agency are to be alienated or destroyed except in accordance with the provisions of this chapter, § 38-1-10 and § 38-3-6.

(5)  [Deleted by P.L. 2022, ch. 127, § 1 and P.L. 2022, ch. 128, § 1.]