[Adopted 7-19-1994 by L.L.
No. 2-1994 (Subpart 1, Div. 3, of the 1974 Code)]
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.
A.
There shall be a records management program established
under the aegis of the Town Clerk and headed by the records management officer.
The Town Clerk is designated as the records management officer (RMO) and will
be responsible for administering all public records in the town in accordance
with local, state and federal laws and guidelines.
D.
The RMO shall ensure intelligible access to electronically
stored records.
As used in this article, the following terms shall have the meanings
indicated:
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.
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.
A record not used on a frequent basis but which must be retained
because it has a long retention or is permanent.
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.[1]
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.
Eventual destruction by approved methods of obsolete records in accordance
with an approved records retention schedule or by accession of records to
an archives.
The planning, controlling, directing, organizing, training, promotion
and other managerial activities involved in the life cycle of all records
and information.
Records management officer.
A.
The records management officer shall examine public records
to recommend their classification, according to State Archives Records Administration
(SARA), and determine the most suitable methods to be used for maintaining,
storing and servicing.
B.
The records management officer shall establish guidelines
for proper records management in all departments of the town government in
accordance with local, state and federal laws and guidelines.
C.
The RMO shall establish policies and procedures pursuant
to a sound records management program.
D.
The records management officer shall operate a records
center for the management, storage and disposition of all public records.
E.
The records management officer shall report annually
to the governing body, including but not limited to the development and progress
of programs to date, cost savings, cost avoidance and planned activities for
subsequent years.
G.
Additional requirements of the records management officer
include but are not limited to:
(1)
Developing a comprehensive records management program.
(2)
Encouraging and coordinating the continuous legal destruction
of obsolete records through the implementation of the State Archive Records
Retention and Disposition Schedules.
(3)
Developing suitable retention periods for records not
covered by the New York State Records Retention and Disposition Schedules.
(Subsequently, the RMO must secure approval of such retention periods from
the New York State Commissioner of Education and gain adoption from the Town
Board of any proposed change before the retention period takes effect.)
(4)
Establishing and maintaining a sound records and information
system that supports the Town of Guilderland's overall records program and
encouraging the continued efficient management of records within respective
departments.
(5)
Coordinating grant application and budget process for
records management.
(6)
Coordinating, carrying out or participating in the planning
for development and selection of advanced records and information systems
and equipment, including but not limited to optical disk, computers, micro
or other imaging, and geographical information systems.
A.
Active records. The originating department has full custody
(legal and physical) over records still in active use.
B.
Inactive records. The originating department is the legal
custodian of its records and shall retain the power to retrieve and use records
deposited in inactive storage in the records center. The RMO will have physical
custody of inactive records and will determine the method and design of storage.
C.
Archival records. The RMO has legal and physical custody
of records to be transferred or acquired by the archives. Records shall be
transferred to or removed from archives by the request of and approval of
the RMO. Archival records may be removed temporarily or permanently with RMO
approval. When records are transferred to archives they become the property
of the Town of Guilderland and the sole custody of the RMO.
D.
Disposition. No record shall be destroyed or otherwise
disposed of without approval of the department head and the RMO.
E.
By this article, all state schedules now or in the future
shall be adopted.
