[HISTORY: Adopted by the Town Council of the Town of Southington 4-23-2001 (Ch. 2, Art. V, of the 1989 Code). Amendments noted where applicable.]
There shall be an archives, records and information services program to direct the orderly and systematic handling of records of the Town, to ensure their secure storage and preservation, and to aid the efficient organization and retrieval of information. The program will administer a records management program, a records center, an archives and an information center.
For the purposes of this chapter, the following terms shall have the meanings indicated:
- ADVISORY BOARD
- A board made up of the Town Clerk, Town Attorney, Finance Director and the Town Manager's Executive Secretary.
- The process of determining the value and thus the disposition of records based upon their administrative, legal, fiscal, informational, historical or archival value.
- Any department, agency, office, bureau, board, commission, committee, official or any other organizational unit of the government of the Town and the employees therein.
- The removal, transfer or disposal, in accordance with this chapter, of records no longer necessary for the conduct of business by a department.
- FORMS MANAGEMENT
- The application of records management techniques to forms' design, construction, production, logistics, maintenance and use to provide improved quality, increased efficiency and reduced costs.
- The use of an arrangement of images greatly reduced in size photographically.
- Any book, paper, drawing, plan, picture, sketch, rendering, photograph, map, form machine-readable information, microform, or any other documentary material, regardless of physical form or characteristic, belonging to the Town, and created or received by any department in pursuance of law or in connection with the transaction of public business, and preserved by that department or its legitimate successor, or deemed appropriate for preservation, as evidence of the duties, organization, functions, policies, decisions, procedures or operations of such department or because of the informational value of the data contained therein.
- RECORDS CENTER
- An establishment maintained primarily for the storage, processing, security and retrieval of records which must be retained according to records retention schedules but which need not be retained in office equipment or space.
- RECORDS MANAGEMENT
- The planning, controlling, directing, organizing, training, promoting, advising, and other practices and managerial activities involved in the efficient creation, maintenance, appraisal, retention, retrieval, preservation and disposition of records, including, but not limited to, records centers, records retention surveys and scheduling, micrographics, filing equipment and filing applications, vital records, forms management and automation applications.
- RECORDS MANAGEMENT OFFICER
- The Town Clerk for the Town of Southington.
- RECORDS MANAGEMENT PRACTICE or RECORDS MANAGEMENT PROGRAM
- Any system, procedure or technique followed with respect to records management.
- The recovery by the Town, by legal or other action, of records it considers its property.
- 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 for the records of the Town and its departments, prepared and approved by the Records Management Officer and Records Advisory Board according to this chapter.
- Making information in records available for use.
- VITAL RECORDS
- Those records which are essential to the operation of the Town government for its administrative, legal or fiscal purposes and without which the Town government could not operate.
The Records Management Officer shall:
Be qualified by records management or archival education, training and experience, be knowledgeable of machine-readable records, forms, control, micrographics capabilities and other aspects of modern records management programs;
Administer with the assistance of the advisory board the following:
Establish a survey of all Town Hall records by conducting a comprehensive inventory with the assistance of all department heads.
Review and appraise all records inventoried. Establish an area in the Town Hall for all inactive and archival records.
Establish a computerized index of all records being stored in the records center.
Set up a procedure whereby on an annual basis inactive records may be transferred or disposed.
The Records Management Officer shall administer a records center for the management, storage, care, retrieval and disposition of such records as shall be transferred to it by any department in accordance with an approved retention schedule or accepted, with prior approval, by the Records Management Officer.
Records, as defined in this chapter, are the property of the Town and may not be destroyed, sold, transferred, donated, removed or otherwise disposed of, except in a manner prescribed by this chapter.
Each department shall cooperate in the record surveys and preparation of retention schedules for its department. Each department shall make its records available to the Records Management Officer for purposes of inventory and appraisal.
Retention schedules shall be approved, in writing, by the department head in whose department the records are held, the Records Management Officer and the advisory board.
No record shall be destroyed or otherwise disposed of until its total retention period has expired, and until approval has been obtained, in writing, in advance of disposition, from the head of the department, the Records Management Officer and the public records administrator of the state.
The head of each department shall designate one employee to serve as department records coordinator. The records coordinator shall be the liaison with the Records Management Officer and expedite the department's participation in the records management program.