I.
|
Mission Statement
|
II.
|
Program Objectives
|
III.
|
Administrative Elements
|
IV.
|
Records Management Officer - appointment and
responsibilities
|
V.
|
Records Advisory Board - appointments and responsibilities
|
VI.
|
Definition of "Records"
|
VII.
|
Program Amendment Procedures
|
I.
|
MISSION STATEMENT
| |
Records and the information they
contain are essential to the operation of local government. The sound
management of records is an important responsibility of local government
officials. Therefore, the Town of Conesus has established a Records
Management Program for the purpose of systematic creation, organization,
maintenance, use and periodic legal disposition of Town records. The
program shall serve and support all official agencies, departments
or organizations within all geographical areas of the Town of Conesus
and shall provide and promote use and research of all available records
(except those which are considered "sealed" or otherwise prohibited
for use by the public) to any individual or group for research purposes.
| ||
II.
|
PROGRAM OBJECTIVES
| |
A.
|
To facilitate the creation of usable records
containing accurate and complete information.
| |
B.
|
To save the taxpayers money through efficient
administration of information resources.
| |
C.
|
To prevent the creation of unnecessary records.
| |
D.
|
To make records readily available when needed,
thereby minimizing time spent in seeking information.
| |
E.
|
To insure the systematic legal disposition of
records that have outlived their usefulness.
| |
F.
|
To identify, preserve and encourage use of archival
records.
| |
III.
|
ADMINISTRATIVE ELEMENTS
| |
The Town of Conesus shall actively
and continually support and promote the Records Management Program
by:
| ||
A.
|
Establishing a line item in the Town budget
to provide financial support which may be supplemented by grants or
any outside funding to carry out the program's objectives.
| |
B.
|
Providing adequate facilities and supplies to
collect, maintain, preserve and protect records.
| |
C.
|
Providing sufficient, trained staff to oversee
the functions of appraisal, arrangement and description, preservation,
reference services and public programs.
| |
D.
|
Filling any vacancies in staff positions.
| |
IV.
|
RECORDS MANAGEMENT OFFICER
| |
The Conesus Town Clerk (or his or
her designee) shall be the Records Management Officer (RMO), having
the following responsibilities:
| ||
A.
|
Set up and oversee an adequate, well-maintained
storage area for all inactive and archival Town records.
| |
B.
|
Coordinate legal destruction of obsolete records
after such records meet conditions of Records Retention and Disposition
Schedule MU-1.
| |
C.
|
Develop retention periods for any Town records
not covered under the schedules; review these with the Records Advisory
Board and submit them for approval by the State Archives before physical
disposal.
| |
D.
|
Submit to the Town Board for approval any requests
for supplies, materials or capital improvements needed for maintenance
and proper storage of records.
| |
E.
|
Consult, as necessary, with the State Archives
and other state agencies involved in supervision of records.
| |
F.
|
Meet at least once yearly with the Records Advisory
Board to help prepare an annual report on the program.
| |
NOTE: The Town Clerk may appoint another individual
as the Acting RMO, if needed, to work on any special activities or
projects, such as grants.
| ||
V.
|
RECORDS ADVISORY BOARD
| |
A Records Advisory Board shall be
created and shall consist of the Town Supervisor, Records Management
Officer, Town Historian and one member of the Conesus Town Board.
| ||
The Advisory Board shall have an
initial planning meeting to review the program objectives. The continued
responsibilities of the Board are as follows:
| ||
A.
|
Provide assistance to the RHO.
| |
B.
|
Provide advice on appraisal of inactive and
archival records.
| |
C.
|
Review all requests for legal disposition of
records and provide final approval before actual disposition takes
place.
| |
NOTE: The Town Historian shall have the option
of retaining any obsolete records for historical purposes and any
such records retained will be noted on a transfer form.
| ||
D.
|
Periodically meet to assess the status of the
program.
| |
E.
|
Prepare an annual report to the Town Board regarding
the progress of the program and any special concerns, changes or improvements
which need to be addressed
| |
VI.
|
DEFINITION OF RECORDS
| |
Records are defined as any book,
paper, map, photograph, microphotograph or any other information storage
device, regardless of physical form or characteristics, which is the
property to the state or any state agency, department, division, board,
bureau, commission, county, city, town, village, district or any subdivision
thereof by whatever name designated in or on which any entry has been
made or is required to be made by law, or which any officer or employee
of any said bodies has received or is required to receive for filing.
| ||
Active records are those that need
to be filed for easy retrieval and frequent use.
| ||
Inactive records are those that
have served the immediate purpose of their creation and are no longer
needed frequently.
| ||
Vital records are those that are
essential to the continuing operation of local government. These records
would be required to resume and continue the operations of the government
after a major disaster (such as fire or flood) to protect the legal
and financial interests of the government and to preserve the rights
of the people.
| ||
Obsolete records are those that
are older than the legal minimum retention period indicated on Records
Retention and Disposition Schedules and are no longer needed for administrative,
fiscal, legal or other purposes.
| ||
Archival records are those that
are worthy of permanent preservation and special administration because
of the importance of the information they contain for continuing administrative,
legal or fiscal purposes, or for historical or other research.
| ||
VII.
|
PROGRAM AMENDMENT PROCEDURES
| |
Any amendments, changes or corrections
to the Records Management Program must be reviewed and approved by
the Records Advisory Board and submitted for approval by the Conesus
Town Board.
|
Town Clerk
6210 South Livonia Road
PO Box 188
Conesus, NY 14435
twnclrk@rochester.rr.com
|
Conesus Town Hall, 6210 South Livonia Road, Conesus, NY 14435
|
Conesus Town Board
PO Box 188
6210 South Livonia Road
Conesus, NY 14435
Phone: 585-346-3130
|
Committee on Open Government
Department of State
One Commerce Plaza
99 Washington Avenue, Suite 650
Albany, NY 12231
|