[HISTORY: Adopted by the Village Board of
Trustees of the Village of Hammondsport 3-14-1995 as L.L. No. 3-1995. Amendments noted where applicable.]
GENERAL REFERENCES
Public access to records — See Ch. 92.
There shall be a Records Management Program
established under the aegis of the Office of the Village Clerk and
headed by a Records Management Officer (RMO). The Village Clerk is
designated as the Records Management Officer and will be responsible
for administering the noncurrent and archival public records and storage
areas for the Village of Hammondsport in accordance with local, state
and federal laws and guidelines.
As used in this chapter, the following terms
shall have the meanings indicated:
Those official records which have been determined by the
Officer and Advisory Committee to have sufficient historical or other
value to warrant their continued preservation by the local government.
Any documents, books, papers, photographs, sound records,
microfilms or any other materials, regardless of physical form or
characteristics, made or received pursuant to law or ordinance or
in connection with the transaction of official Village of Hammondsport
business.
An establishment maintained by the village primarily for
the storage, servicing, security and processing of records which must
be preserved for varying periods of time and need not be retained
in office equipment or space.
The planning, controlling, directing, organizing, training,
promotion and other managerial use and records disposition, including
records preservation, records disposal and records centers or other
storage facilities.
Making information in records available to any village agency
for official use or to the public.
The Records Management Officer shall have all
the necessary powers to carry out the efficient administration, determination
of value, use, preservation, storage and disposition of the noncurrent
and archival public records kept, filed or received by the offices
and departments of the Village of Hammondsport.
A.
The Records Management Officer shall continually survey
and examine public records to recommend their classification so as
to determine the most suitable methods to be used for the maintaining,
storing and servicing of archival material.
B.
The Records Management Officer shall establish guidelines
for proper records management in any department or agency of the Village
of Hammondsport in accordance with the local, state and federal laws
and guidelines.
C.
The Records Management Officer shall operate a Records
Management Center for the storage, processing and servicing of all
noncurrent and archival records for the Village of Hammondsport departments
and agencies.
D.
The Records Management Officer shall plan for the
establishment of a Village Archives and oversee the following procedures
which shall be subject to the approval of the Records Advisory Board:
(1)
The review and selection of material to be transferred
to the Village Archives for preservation.
(2)
The survey and examination of public records to determine
the most suitable methods to be used for the creating, maintaining,
storing and servicing of archival materials.
(3)
Establishment and maintenance of an adequate repository
for the proper storage, conservation, processing and servicing of
archival records.
(4)
Establishment of rules governing public access to
and use of records in the archives.
A Records Advisory Board shall be established
and shall consist of the Mayor, the Village Historian and the Village
Counsel and shall have the following duties:
A.
To provide advice to the Records Management Officer
on the development of the Records Management Program.
B.
To review the performance of the program on an ongoing
basis and propose changes and improvements.
C.
To review retention periods proposed by the Records
Management Officer for records not covered by State Archives'
schedules.
D.
To provide advice on the appraisal of records for
archival value and be the final sign-off entity as to what is or is
not archival.
The Records Management Officer shall maintain
physical custody and the official responsibility for all records.
Department heads shall retain constructive control and authority over
all department records.
The Village Board may take steps to recover
local government records which have been alienated from proper custody
and may, when necessary, institute actions to recover such records.
No record shall be destroyed or otherwise disposed
of by a department of the Village of Hammondsport unless approval
has been obtained from the Records Management Officer. No records
shall be destroyed or otherwise disposed of by the Records Management
Officer without the express written consent of the department head
having authority.
