[Adopted at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
There shall be a records management program established under
the auspices of the Records Management Officer. The Officer will be
responsible for administering the noncurrent and archival public records
and storage areas for the Village in accordance with local, state
and federal laws and guidelines.
The Records Management Officers shall have all the necessary
powers to carry out the efficient administration, determination of
value, use, preservation, storage and disposition of the noncurrent
and archival public records kept, filed or received by the officers
and department of the Village of Corinth. The Records Management Officer
shall:
A.
Continually survey and examine public records to recommend their
classification so as to determine the most suitable methods to be
used for the maintaining, storing and servicing of archival material
as follows:
(1)
Identify obsolete and unnecessary records according to New York State
Archives Records Retention and Disposition Schedules (MU-1) thereby
subject to disposition.
(2)
Identify information containing administrative, legal, fiscal, research,
historical or education value which warrant their permanent retention.
(3)
Retain records not subject to disposition according to state law.
B.
Establish guidelines for proper records management in any department
or agency of Village government in accordance with local state, and
federal laws and guidelines.
C.
Oversee all requests for records storage equipment, microfilm equipment,
etc., and coordinate and participate in planning for the expansion
of micrographics and automated data processing systems.
D.
Establish inactive records storage areas for the storage, processing
and servicing of all noncurrent and archival records for all Village
departments and agencies.
E.
Perform the following functions.
(1)
Advise and assist Village departments in reviewing and selecting
records to be transferred to the inactive records storage area for
storage and/or preservation.
(2)
Continually survey and examine public records to determine the most
suitable methods to be used for the creating, maintaining, storing,
and servicing of archival materials.
(3)
Establish and maintain an adequate repository for the proper storage,
conservation, processing, and servicing of archival records.
(4)
Promulgate rules governing public access to and use of records in
the archives.
(5)
Develop a confidentiality policy for archival records designated
confidential, providing such policy does not conflict with any federal
or state statutes.
(6)
Provide information services to other Village offices.
(7)
Develop a procedure whereby historically important records are to
be identified at the point of generation.
(8)
Collect archival materials which are not official Village records
but which have associated value to the Village or a close relationship
to the existing archival collection. Such collecting shall be subject
to archive space, staff, and cost limitation, and to the potential
endangerment of such materials if they are not collected by the Village
archives.
The Records Management Officer shall maintain official responsibility
of all records in his or her possession. Department heads shall maintain
physical custody, as well as constructive control and authority over
all department records, regardless of their physical location.
The Attorney for the Village 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 unless a records disposal form has been
executed. Records will not be destroyed if they are required for any
pending audit, litigation or other investigation.
As used in the article, the following terms shall have the meanings
indicated:
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 Village.
An establishment maintained by the Village 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 active office space and equipment.
Any documents, books, papers, photographs, sound recordings,
microfilm, 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 Village business.
The planning, controlling, directing, organizing, training,
promotion and other managerial activities involved in records maintenance,
use and disposition, including records preservation, disposal, records
centers or other storage facilities.
Making information in records available to any Village department
for official use or to the public.
