Ky.gov
Kentucky Department for Libraries and Archives

State Libraries, Archives, and Records Commission

​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​The State Libraries, Archives, and Records Commission advises the Department for Libraries and Archives on matters relating to federal and state library develop​ment issues, archives and records management, federal and state funding, public library standards, and other federal and state library and archival service issues. The commission has the authority to review and approve schedules for retention and destruction of records submitted by state and local agencies. In all cases, the commission determines questions that relate to destruction of public records, and has final and exclusive authority to determine the ultimate disposition of Kentucky's public records. Its decisions are binding on all parties concerned, and those decisions can only be modified or otherwise changed by its own actions.

As part of the commission's​ responsibilities, they review proposed programs and policies regarding implementation of the Library Services and Technology Act and other library issues; make funding recommendations to the Commissioner of the Department for Libraries and Archives; ensure that records of enduring value are preserved for use by future generations; assure a more efficient and economical use of tax dollars by providing for the timely destruction of records that have ceased to have value; and ensure that the intent of Kentucky's public records law, as defined in KRS 171.410 - 171.740, is met.

The commission is a seventeen member body composed of:

  • the State Librarian or their designee, who serves as chair of the Commission;
  • the Secretary of the Education and Labor Cabinet or their designee, who shall serve as vice chairperson;
  • the Auditor of Public Accounts or their designee;
  • the State Law Librarian or their designee;
  • the Director of the Legislative Research Commission or their designee;
  • the Attorney General or their designee;
  • the Director of the Kentucky Military Heritage Commission or a designee of the commission;
  • the Chief Information Officer for the Commonwealth or their designee;
  • the President of the Kentucky Association of School Librarians or their designee;
  • the Executive Director of the Kentucky Historical Society or their designee;
  • the Executive Director of the Kentucky Library Association or their designee;
  • the President of the Council on Postsecondary Education or their designee;
  • one member representing library users with disabilities;
  • one member representing disadvantaged persons;
  • two members representing library users; and
  • one member who is not an elected official, appointed by the Governor from a list of three persons, with one name submitted by each of the presidents of the Kentucky League of Cities, the Kentucky Association of Counties, and the Kentucky Association of School Administrators.​

The composition of the commission's membership is designed to ensure that Kentucky citizens, libraries, and government agencies are fairly represented.

Commission Members

Denise Lyons
State Librarian and Commissioner
Department for Libraries and Archives

Jamie Link, Secretary​
Education and Labor Cabinet

Allison Ball
(Represented by Jeremy Sylvester)
Auditor of Public Accounts

Jennifer Frazier
State Law Librarian

Jay Hartz, Executive Director
(Represented by Leslie Smith)
Legislative Research Commission

Russell Coleman
(Represented by Christopher Thacker)
Attorney General

Brigadier General Steven P. Bullard, Executive Director
Kentucky Military Heritage Commission

Jim Barnhart, Executive Director
Commonwealth Office of Technology

Erin Weaver, ​President
Kentucky Association of School Librarians

Scott Alvey, Executive Director
Kentucky Historical Society

Amber Willenborg, President
Kentucky Library Association

Aaron Thompson, President
(Represented by Ilona Burdette)
Council on Postsecondary Education
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Lora Stephens
Member representing library users with disabilities
Term expires October 19, 2028

Vacant
Member representing disadvantaged persons

Shamara Jackson
Member representing library users
Term expires July 14, 2028

Connie Cobb
Member representing library users
Term expires July 13, 2028

Bethany Cooper
Member representing the Kentucky League of Cities, the Kentucky Association of Counties, and the Kentucky Association of School Administrations
Term expires March 4, 2028​
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Upco​​ming Meetings

Minutes of Past M​e​​​etings

Meetin​g Materials​​​

Schedule Revisions Available for Comment

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Advisory Committees to the Commission​

State Archives and Records Management Advisory Committee

The State Archives and Records Management Advisory Committee reviews proposed retention schedules, recommends their approval of public agency retention schedule revisions prior to the Commission meeting, reviews archives and records management issues, and makes additional recommendations as needed. They meet on the first Thursday of March, June, September, and December.​

  • ​​Cathrine Giles, chair​
  • Mary Margaret Bell
    • Term expires March 6, 2028
  • Jim Cundy
    • Term expires June 2, 2028​
  • Andy Dobelstein
    • Term expires June 7, 2029​
  • Scott Horn
    • Term expires March 6, 2028
  • Suzanne Marino
    • ​Term expires June 7, 2029​​​
  • Brian​ Real
    • ​Term expires ​March 6, 2029

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Advisory Committee on the General Schedules

The Advisory Committee on the General Schedules​ reviews proposed revisions to the General Schedule for State Agencies and the Local Government General Retention Schedule. They meet on the second Thursday of February, May, August, and November.
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  • ​Taylor Metzing​, chair​​​
  • Karen Chrisman​, Commonwealth Office of Technology
  • Gabrielle Summe, Kenton County Clerk
  • Jackie Briones, Education and Labor Cabinet
  • Jill Cook, Personnel Cabinet
  • Brystin Denguessi Kwin​, Office of the Attorney General

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Advisory Committee on University Records 

The Advisory Committee on University Records ​is responsible for drafting revisions to the State University Model records retention schedule. They meet quarterly.​​

  • Joseph Isaac, chair
  • Jordan Connelly, Eastern Kentucky University
  • Jackie Couture, Eastern Kentucky University
  • Cris Ferguson, Murray State University
  • Hannah Pryor, University of Louisville
  • Dieter Ullrich, Morehead State University
  • Vicki Cooper, Northern Kentucky University
  • Sebastian Themelis​, Western Kentucky University
  • Carlos Lopez, University of Kentucky
  • Jameelah Means, Kentucky State University
  • Michelle Nordin, Kentucky Community and Technical College System​
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Local Records Program Grant Review Advisory​

The Local Records Program Grant (LRPG) Review Advisory review LRPG applications received and makes grant funding recommendations based upon criteria set out in 725 KAR 1:050. These funding recommendations are then presented to the Commission for approval. The LRPG Review Advisory meets quarterly in February, May, August, and November.

  • Drew Preston, Chair
  • Daryl Tabor, Crittenden County Clerk
  • Leslie McCarty, Daviess County Clerk
  • Zachary Jameson, Kentucky Department for Libraries and Archives
  • Nathan Lynn, McCracken County Public Library
  • Denise Shoulders, Logan County Archives
  • Becky Hurley, Warren County Public Schools
  • Holly Hall, Grant County Public Library​​

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Electronic Records Working Group

The Electronic Records Working Group (ERWG) develops policy recommendations for issues involving electronic records, records management, and technology. The ERWG meets the first Wednesday of every month from January through October at 10:00 AM.

Formed in 2002, the ERWG is a joint interagency body that advises the State Archives and Records Commission and the Commonwealth Office of Technology on electronic records issues with representatives from: Kentucky Department for Libraries and Archives (KDLA), Commonwealth Office for Technology (COT), Office of the Attorney General, Auditor of Public Accounts, Office of the Secretary of State, Court of Justice, Legislative Research Commission, Local Government Agencies, Public Universities, and additional state agencies.​

  • Derek Clark, Chair
  • Robin Berry, Louisville Jefferson County Metro Government
  • Tracy Burgess, Commonwealth of Technology
  • Katherine Estes, Commonwealth of Technology
  • Jeremy Foster, Office of the Secretary of State
  • Rusty Heckaman, Kentucky Department for Libraries and Archives
  • Rob Hill, Kentucky Department for Libraries and Archives
  • Shamara Jackson, Lexington-Fayette Urban County Government
  • Kris Justus, Court of Justice
  • Brystin Denguessi Kwin, Office of the Attorney General
  • Glen McAninch, Formerly Kentucky Department for Libraries and Archives
  • Lynne McCroskey, Commonwealth of Technology
  • Michelle Nordin, Kentucky Community and Technical College System
  • Alyssa Ollier, Kentucky Historical Society
  • Mark Pulliam, Legislative Research Commission
  • Vacant, Auditor of Public Accounts​​​

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State Historical Records Advisory Board

The State Historical Records Advisory Board (SHRAB) serves as a coordinating body to facilitate cooperation and communication among historical records repositories and information agencies within the state. SHRAB meets quarterly in January, April, July, and October.

  • Cathrine Giles, State Historical Records Coordinator​
  • Taylor Metzing, Deputy Coordinator
  • JP Johnson, Lexington Public Library
    • Term expires October 1, 2028
  • Adam Winters, The Southern Baptist Theological Seminary
    • Term expires October 16, 2028
  • Hannah O'Daniel McCallon, Filson Historical Society
    • Term expires March 9, 2029
  • Matt Strandmark, University of Kentucky
    • Term expires March 9, 2029
  • Susan Clary, Executive Branch Ethics Commission
    • Term expires March 9, 2029
  • Allison Reed, Department of Financial Institutions
    • Term expires March 9, 2029

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Archives Month is an annual celebration of the importance of archives and historical records and of the work of institutions which preserve these unique resources. Visit http://archivesmonth.ky.gov​ for more information.

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​Timeline for Agency-Specific Records Retention Schedule Revisions

​01. Updates Due
​​​​​​​One month before​ Commission meeting
All agenc​y-specific retention schedule additions and revisions are due to the records a​nalysts before a meeting of the State Libraries, Archives, and Records Commission (Commission) for consideration at that meeting.
​02. Internal Reviews
Four weeks before before Commission meeting
KDLA records management and archival staff will review the drafts. Records analysts will discuss any suggestions or questions from this review with the agency.
​03. Advisory Meeting
First Thursday of March, June, September, and December
The State Archives and Records Management Advisory Committee (Advisory) reviews proposed additions and revisions and recommends their approval to the Commission. Records analysts will discuss any suggestions or questions from this review with the agency.
​04. Commission Meeting
Second Thursday of March, June, September, and December
​The Commission reviews the proposed additions and revisions. They will approve, amend, disapprove, or table the additions and revisions to the retention schedules. The decision is documented in the meeting minutes. Records analysts will inform the agency of the decision. 


Timeline for State and Local General Records Retention Schedule Revisions

​​01. General Advisory Meeting
Second Thursday of February, May, August, and November

​All proposed revisions to the General Schedule for State Agencies and the Local Government General Records Retention Schedule​ are presented to the Advisory Committee on General Schedules (General Advisory) as under review. The General Advisory members and records analyst will discuss the proposed revisions.
​02. Commission Meeting
Second Thursday of March, June, September, and December​
​The proposed revisions are presented to the State Libraries, Archives, and Records Commission (Commission) as "under review." Discussion may occur about the revisions but no Commission vote is needed.
​​03. Public Comment and Internal Review

​The proposed revisions are available on the Commission's page with a link to a form. Public agencies and the public may comment or obtain clarification on these proposed revisions. The proposed revisions will also be reviewed by KDLA records management and archival staff.
​04. General Adviso​ry Meeting
Second Thursday of February, May, August, and November​
​During the next scheduled meeting of the General Advisory, the proposed revisions that were previously submitted as "under review" are presented again. The General Advisory reviews the proposed revisions and recommends their approval​. Records analysts will discuss any submissions from the public comment period.
​05. Advisory Meeting
First Thursday of March, June, September, and December​
​The State Archives and Records Management Advisory Committee (Advisory) reviews proposed additions and revisions and recommends their approval to the Commission.
​06. Commission Meeting​
Second Thursday of March, June, September, and December​

​The Commission reviews the proposed additions and revisions. They will approve, amend, disapprove, or table the additions and revisions to the retention schedules. The decision is documented in the meeting minutes.

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