As used in this chapter, the following terms shall have the
meanings indicated:
ARCHIVES
Those official records which have been determined by the
records management officer 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, electronic data or any other materials, regardless of
physical form or characteristics, made or received pursuant to law
or in connection with the transaction of official Village of Malverne
business.
RECORDS CENTER
An establishment maintained by the Village of Malverne 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 from the Village of Malverne, in accordance with
the records control schedules, of records no longer necessary for
the conduct of business by such agency through removal methods which
may include:
(1)
The disposal of temporary records by destruction or donation;
or
(2)
The transfer of records to the records center/archives for 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 Village of Malverne agency
to any other Village of Malverne agency.
RECORDS MANAGEMENT
The planning, controlling, directing, 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 records available to any Village of
Malverne agency for official use or to the public.
There shall be a records management program established under
the aegis of the Incorporated Village of Malverne and headed by a
records management officer (RMO). The officer will be responsible
for administering the noncurrent and archival public records and storage
areas for the Village of Malverne in accordance with local, state
and federal laws and guidelines. The Village Clerk shall serve ex
officio as the records management officer.
There shall be a Records Advisory Board designated to work closely
with and provide advice to the records management officer. The Board
shall consist of three ex-officio members: the Mayor, Village Clerk
and Village Historian. The Board shall meet periodically and have
the following duties:
A. Provide advice to the records management officer on the development
of the records management program.
B. Review the performance of the program on an ongoing basis and propose
changes and improvements.
C. Review retention periods proposed by the records management office
for records not covered by State Archives schedules.
D. Provide advice on the appraisal of records for archival value and
be the final sign-off entity as to what is or is not archival.
The Village Attorney 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 Village of Malverne 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 express written consent of the department head having authority.