[HISTORY: Adopted by the Malone Village Board 1-22-1996. Amendments noted where applicable.]
The RMO, or the RMO's designee, shall be responsible for the records management program established by this resolution and subsequent amendments thereto. Said officer will be responsible for administering the noncurrent (inactive) and archival public records for the Village of Malone in accordance with local, state and federal laws and guidelines. Said officer shall also be responsible for overseeing micrographics and technology projects involving the Village of Malone records according to quality control specifications and guidelines.
The Village Clerk or the RMO's designee shall have all the necessary powers to carry out the efficient administration of records, the determination of value, use, preservation, storage and disposition of the noncurrent (inactive) and archival public records kept, filed or received by the offices and departments of the Village of Malone.
The Village Clerk or his/her designee shall establish guidelines for proper records management in any department or agency of the Village of Malone in accordance with local, state and federal laws, regulations and guidelines.
The Village Clerk or his/her designee shall report annually to the Village Board on the powers and duties herein mentioned, including but not limited to the cost/benefit ratio, efficiencies and administrative economies of programs implemented by the Village Clerk or the RMO's designee.
The Village Clerk shall have at his/her disposal adequate space dedicated specifically for the storage, processing and servicing of noncurrent (inactive) and archival records for all local government departments and agencies. The records center will be administered by the Village Clerk or the RMO's designee.
The Village Clerk or his/her designee shall be the sole officer with authority over the disposition of local government records in consultation with the respective local government officer or department head who has custody of the records of his/her respective office or department and with the local Records Advisory Board.
Records shall be transferred to the Village of Malone Archives upon the recommendation of the RMO with the approval of the head of the department which has legal custody of the records and the approval of the Records Advisory Board. Records of local government agencies now or in the future defunct shall pass to the legal custody of the Village of Malone Archives.
The Village of Malone counsel, in consultation with the RMO, may take steps to recover local government records which have been alienated from proper custody and may, when necessary, institute actions of replevin.
The Village Board shall appoint a Records Advisory Board of six members based on recommendations by the Village Clerk. The Records Advisory Board shall be composed of the RMO, the local government's counsel, the fiscal officer, an administrative officer and the local government's historian. One member of the Village Board shall serve as an ex-officio member of the Records Advisory Board.
The function of the Records Advisory Board shall be to advise and make suggestions to the Village Clerk or designee on future improvements of the Village of Malone Records Management Program. The Board shall meet at least twice a year.
The Village Clerk or the RMO's designee shall call all meetings of the Records Advisory Board, presenting progress reports of the program to the Board, reviewing local government records management and archives policies with the Records Advisory Board and examining and discussing recommendations offered by the Records Advisory Board.