[Adopted 9-4-2007 by Ord. No. 24-07]
There shall be a permanent commission of City
officials and employees known as the Records Management Commission.
The purpose of the Commission shall be to establish priorities, standards,
guidelines and procedures to systematically manage the City's records
in order to comply with state-mandated retention schedules and to
preserve documents of historic value. The Commission shall be appointed
by the Mayor with the consent of the Common Council every two years.
The Records Management Commission shall consist
of the following nine City officials and employees:
A.
The Mayor, or his/her designee.
B.
The Town Clerk.
C.
The Finance Director, or his/her designee.
D.
An employee of the Finance Department, selected by
the Finance Director, who has experience in grant writing.
E.
The Information Technologies Director.
F.
The Public Works Director.
G.
The Director of Russell Library.
H.
The Emergency Management Director.
I.
The General Counsel.
[Amended 5-2-2013 by Ord. No. 11-13]
A.
The Commission shall conduct a systematic records
inventory, implementing the state records retention/disposition schedules,
including disposition of all nonrecord materials and records past
their established retention periods, and shall develop official records
management policies and procedures.
B.
The Commission shall develop an approved centralized
records center, which shall include approved on-site and off-site
storage facilities.
C.
The Commission shall develop an Emergency Disaster
Plan specifically designed to preserve and protect City records.
D.
The Commission shall determine how to manage and organize
the permanent archive of the City's records to preserve public records
with intrinsic historic value that are dated prior to 1920. The Commission
shall evaluate conservation treatments for such records, make recommendations
for reversing any damaging treatments and establish a policy for the
future treatment of such records to prevent loss or damage.
E.
The Commission shall apply to the Connecticut State
Library for grants available through the Historic Document Preservation
Grant Program and shall make recommendations to the Mayor and the
Common Council concerning the expenditure of City funds to achieve
the goals of this article.
