[Amended 9-28-2020 by Ord. No. 8-2020]
Retention and Disposition Schedule for New York Local Governments
(LGS-1), issued pursuant to Article 57-A of the Arts and Cultural
Affairs Law and containing legal minimum retention periods for municipal
government records, is hereby adopted for use by all municipal officers
in disposing of municipal government records listed therein.
[Amended 9-9-2019 by Ord. No. 7-2019; 9-28-2020 by Ord. No. 8-2020]
In accordance with Article 57-A of the Arts and Cultural Affairs
Law:
A. Only those
records will be disposed of that are described in Retention and Disposition
Schedule for New York Local Governments (LGS-1) after they have met
the minimum retention period described therein.
B. Only those
records will be disposed of that do not have sufficient administrative,
fiscal, legal or historical value to merit retention beyond established
time periods.
C. All digitally
created or digitally converted records shall be designated as the
official copy of the record and maintained in digital format for the
legally prescribed retention period of the record in accordance with
the guidelines set forth in the Regulations of the Commissioner of
Education, Part 185.8, section 57.29 of the Arts and Cultural Affairs
Law and all related standards and guidelines set by the Commissioner
of Education. Copies of records in other formats, including paper,
shall be deemed convenience copies and disposed of when no longer
needed for reference or other administrative purposes.
[Added 5-28-2002 by Ord. No. 14-2002]
A Records Advisory Board is hereby formed. The purpose of the
Board is:
A. To provide a forum for the exchange of ideas between various interested
departments and agencies.
B. To advise the City Manager of the development, implementation and
oversight of a records management plan for the City records and archival
materials.
[Added 5-28-2002 by Ord. No. 14-2002]
The Records Advisory Board shall consist of seven members appointed
by the City Manager and who shall serve at his pleasure; one of whom
shall be a member of the Historical Society of the Newburgh Bay and
the Highlands. Members need not be residents of the City, but should
have an interest in the preservation of historic documents and public
archives.
[Added 5-28-2002 by Ord. No. 14-2002]
The Records Management Officer shall serve as Chairperson to
the Board. The Board shall adopt such rules and procedures for the
holding of regular and special meetings as said Board shall deem advisable
and necessary in order to perform the duties set forth.