Records and information resources are essential to the administration.
Without records and information, local government would cease to function.
It is the intent of this article that a records management program be established
which will improve the quality of the decisionmaking process, reduce overall
administration cost, streamline work, facilitate access to needed or important
information, reduce legal liability due to inaccurate or inadequate record
keeping and ensure adequate access to documentation of the growth and development
of the Guilderland community. This program is intended to ensure the accountability
of local government and protect the rights of citizens. The program addresses
the entire life cycle of records, from creation to use, storage and disposition
of all records, regardless of format, to ensure that the right information
goes to the right person at the right time.
As used in this article, the following terms shall have the meanings
indicated:
ACTIVE RECORD
Any record used on a frequent basis, normally at least one time per
week per file drawer. Records referred to less than one time per week are
considered inactive.
ARCHIVES
Those official records deemed by the records management officer,
using appropriate state schedules, to have sufficient continuing value to
warrant indefinite retention by the town.
INACTIVE RECORD
A record not used on a frequent basis but which must be retained
because it has a long retention or is permanent.
RECORDS
In accordance with § 57.17 of the Arts and Cultural Affairs
Law, official minutes and documents, books, papers, photographs, sound recordings,
microforms or any other materials, regardless of physical form or characteristics,
made or received in the course of conduct of official town business.
RECORDS CENTER
Centralized storage area for storage and retrieval of inactive records
no longer needed in the office of origin which must be legally retained for
varying periods of time.
RECORDS DISPOSITION
Eventual destruction by approved methods of obsolete records in accordance
with an approved records retention schedule or by accession of records to
an archives.
RECORDS MANAGEMENT
The planning, controlling, directing, organizing, training, promotion
and other managerial activities involved in the life cycle of all records
and information.
RMO
Records management officer.