Department, Officer. There shall be a records
management program established under the regime of the Town of Wawarsing
and headed by a Records Management Officer (RMO), already designated
as the Town Clerk, who is the official keeper of records. The officer
will be responsible for administering the noncurrent and archival
public records and storage areas for the Town of Wawarsing in accordance
with local, state and federal laws and guidelines.
A Records Advisory Board shall be designated
to provide advice, guidance and support to the records program. Members
of the Records Advisory Board shall be in positions of sufficient
authority to ensure compliance with records management practices throughout
all departments. The Board shall consist of the Supervisor, the Town
Clerk, the Superintendents of Sewer, Water and Highway and a representative
from the Justice Court, the Assessors office and Tax office. The Board
shall:
A. Review the performance of the program on an ongoing
basis discuss needs, changes and improvements.
B. Review retention periods proposed by the Record Management
Office for records not covered by the State Archives schedules.
C. Be the final sign off entity as to what is or is not
archival.
The legal staff may take steps to recover local
government records which have been alienated from proper custody and
may, when necessary, institute actions of replevin.
No records shall be destroyed or otherwise disposed
of by a department of the Town of Wawarsing 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 signatures of the department head and the supervisor.
As used in this chapter, the following terms
shall have the meanings indicated:
ARCHIVES
Those official records which have been determined by the
RMO and Advisory Committee to have sufficient historical or other
value to warrant their continued preservation by the local government.
RECORDS
Any documents, books, papers, photographs, sound recordings,
microforms 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 Town of Wawarsing business.
RECORDS CENTER
An area established and maintained by the Town of Wawarsing
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.
RECORDS DISPOSITION
A.
The removal by the Town of Wawarsing, in accordance
with approved records control schedules, of records no longer necessary
for the conduct of business by such agency through the removal methods
which may include:
(1)
The disposal of temporary records by destruction
or donation; or
(2)
The transfer of records from the Records Center/Archives
for the temporary storage of inactive records and permanent storage
of records determined to have historical or other sufficient value
warranting continued preservation.
B.
The transfer of records from one Town of Wawarsing
agency to another Town of Wawarsing agency.
RECORDS MANAGEMENT
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.
SERVICING
Making information in and records available to any Town of
Wawarsing agency for official use or to the public.