The Town of Stillwater is committed to establishing
and maintaining a comprehensive record management program. The Town
applied for and received grant funds from the New York State Archives
to enhance the existing record management program. Grant funds allowed
for the inventory of records, new shelving and appropriate boxes for
organizing records by series, minor renovations, the development of
an Inactive Records Manual, and the disposition of records that met
their legal retention. The Inactive Records Manual includes a general
overview of the Town's record management program, policies/procedures
for inactive record storage, and the legal destruction of records.
This will allow the Town to continue to maintain the record program
after the grant project ends.
Legal custody of records transferred to the
record center remains with the department that sent them. The RMO
will have physical custody but will not rearrange a department's records
or provide access to anyone not authorized by the department. Each
department will designate one contact person assigned for the departmental
records and serve as the departmental liaison to the RMO and her staff.
Records that are transferred to the record center
are "inactive" but may need to be referenced from time to time by
contacting the RMO. Only those persons authorized will have access
to the information. A records retrieval request form (page 7) must be completed and sent to the RMO. The RMO or other
designated staff will retrieve the records, make them available or
make the necessary copies and return them to their assigned space
in the record center after use.
Occasionally a department may find that it needs
records activated to the department as it needs them more frequently
than anticipated. They may therefore wish to withdraw them from record
storage.
[Adopted 2-19-2009 by L.L. No. 3-2009]
Records shall be available for public inspection and copying
at:
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Office of the Town Clerk
Stillwater Town Hall
66 East Street
Mechanicville, NY 12118
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The foregoing rules may be amended from time to time by a majority
vote of the Town Board and in accordance with the Freedom of Information
Law.