[HISTORY: Adopted by the Board of Trustees
of the Village of Naples as indicated in article histories. Amendments
noted where applicable.]
[Adopted 12-16-1998]
The Village Clerk shall serve as the Records
Management Officer. The Records Management Officer or his or her designee
(hereafter referred to collectively as "RMO") shall be responsible
for the records management program established by this article and
subsequent amendments thereto. The RMO will be responsible for administering
the inactive and archival public records for the Village of Naples
in accordance with local, state, and federal laws and guidelines.
The RMO shall be responsible for overseeing any new technology projects
involving Village records.
A.
The RMO shall have all the necessary powers to carry
out the efficient administration of records, the determination of
value, use, preservation, storage and disposition of the inactive
and archival public records kept, filed or received by the offices
and departments and guidelines.
B.
The RMO shall establish guidelines for proper records
management in any department or agency of the Village of Naples in
accordance with local, state, and federal laws, regulations and guidelines.
C.
The RMO shall report annually to the Village Board
on the powers and duties herein mentioned, including but not limited
to the cost/benefit ratio, efficiencies, and administrative economies
of programs implemented by the RMO.
The RMO shall have at his/her disposal adequate
designated space dedicated specifically for the storage, processing
and servicing of inactive and archival records for all Village departments
and agencies. The records center will be administered by the RMO.
A.
The RMO shall be the sole officer with authority over
the disposition of records in consultation with the respective officer
or department head who had custody of the records of his/her respective
office or department and with the Records Advisory Committee.
B.
Records shall be transferred to the Village archives
upon recommendation of the RMO, with the approval of the head of the
department which has legal custody of the records and the approval
of the Records Advisory Committee.
A.
The Village Board shall appoint a Records Advisory
Committee consisting of four members. The Records Advisory Committee
shall be composed of a member of the Village Board, the Village Attorney,
the RMO and one member designated by the Village Board.
B.
The function of the Records Advisory Committee shall
be to advise and make suggestions to the RMO on future improvements
of the Village of Naples Records Management Program. The Committee
shall meet at least twice a year.
C.
The RMO shall call all meetings of the Records Advisory
Committee. At said meeting, the RMO shall present progress reports
of the program, review records management and archives policies, and
examine and discuss recommendations offered by the Records Advisory
Committee.
