This chapter shall be known as the "Records Management Law."
As used in this chapter, the following terms shall have the meanings
indicated:
ACTIVE RECORDS
Those records in current use which must be retained in the generating
office because frequent reference is necessary in the conduct of day-to-day
operations.
APPRAISAL
The process of determining the value and thus the disposition of
records based upon their administrative, legal, fiscal, informational, historical
or archival value.
ARCHIVES
Records worthy of permanent preservation and special administration
because of their continuing administrative, legal or fiscal uses or for historical
or other research.
DISPOSITION
The removal, transfer or disposal, in accordance with this chapter,
of records no longer necessary for the conduct of business by a department.
INACTIVE RECORDS
Those records which are seldom referred to, but which must be retained,
temporarily or permanently, because of legal, fiscal, administrative or archival
value.
RECORD
Any book, paper, map, photograph or other information-recording device,
including electronic media, regardless of physical form or characteristic,
belonging to the County of Monroe and created or received by any department
or officer thereof pursuant to law or in connection with the transaction of
public business. "Record" as used herein shall not be deemed to include library
materials, extra copies of documents created only for convenience of reference
and stocks of publications.
RECORDS CENTER
A facility or facilities for the low-cost and efficient storage and
reference of inactive records pending their ultimate destruction or transfer
to an archival facility.
RECORDS MANAGEMENT
That area of general administrative management concerned with achieving
economy and efficiency in the creation, use and maintenance and disposition
of records.
RETENTION PERIOD
The period of time for which a record must be retained according
to an approved retention schedule.
RETENTION SCHEDULE
An itemized list of the office and storage retention periods established
by the State Education Department for the records of the county and its departments.
SERVICING
Making information in records available to any county agency for
official use or to the public.
The Monroe County Administrator of Purchasing and Central Services shall
be the Records Management Officer for the County of Monroe. The Records Management
Officer shall be responsible for administering a records management program
in accordance with this chapter.
All records, as defined in §
140-2 of this chapter, are hereby declared to be property of the County of Monroe. No county official or employee has, by virtue of his or her position, any personal or property right to such records, even though he or she has created, composed, written, drawn, developed, compiled or received them. The unauthorized destruction, removal from files or use of such records is prohibited.
Each department head shall designate one employee as Records Coordinator
to provide liaison with the Records Management Officer to assist in the implementation
of the Records Management Program.
Custody and control of public records of departments, agencies or programs
of the county which are or become defunct is hereby vested in the County Archives
to the extent that custody to such records is not granted to a designated
successor department, agency or program.