[Adopted 3-19-1995 by L.L. No. 3-1995]
There shall be a records management program established under
the aegis of the office of the Town Clerk and headed by a records
management officer (RMO). The Town Clerk is designated as the "records
management officer" and will be responsible for administering the
noncurrent and archival public records and storage areas for the Town
of Urbana in accordance with local, state and federal laws and guidelines.
As used in this article, the following terms shall have the
meanings indicated:
Those official records which have been determined by the
officer and Advisory Committee to have sufficient historical and other
value to warrant their continued preservation by the local government.
Any documents, books, papers, photographs, sound records,
microforms or any other materials, regress of physical form or characteristics,
made or received pursuant to any local law or in connection with the
transaction of official Town of Urbana business.
An establishment maintained by the Town 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.
The planning, controlling, directing, organizing, training,
portion and other managerial use and records disposition, including
records preservation, records disposal and records centers or other
storage facilities.
Making information in records available to any Town agency
for official use or to the public.
The records management officer 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 offices
and departments of the Town of Urbana.
A.
The records management officer shall 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.
B.
The records management officer shall establish guidelines for proper
records management in any department or agency of the Town of Urbana
in accordance with the local, state and federal laws and guidelines.
C.
The records management officer shall operate a records management
center for the storage, processing and servicing of all noncurrent
and archival records for all Town of Urbana departments and agencies.
D.
The records management officer shall plan for the establishment of
a Town archives and oversee the following procedures which shall be
subject to the approval of the Records Advisory Board:
(1)
The review and selection of material to be transferred to the Town
archives for preservation.
(2)
The survey and examination of public records to determine the most
suitable methods to be used for creating, maintaining, storing and
servicing archival materials.
(3)
The establishment and maintenance of an adequate repository for the
proper storage, conservation, processing and servicing of archival
records.
(4)
The establishment of rules governing public access to and use of
records in the archives.
A Records Advisory Board shall be established and shall consist
of the Supervisor, the Town Historian and the Town Counsel and shall
have the following duties:
A.
To provide advice to the records management officer on the development
of the records management program.
B.
To review the performance of the program on an ongoing basis and
to propose changes and improvements.
C.
To review retention periods proposed by the records management officer
for records not covered by state archives' schedules.
D.
To 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 records management officer shall maintain physical custody
and the official responsibility for all records. Department heads
shall retain constructive control and authority over all department
records.
The Town Counsel may take steps to recover local government
records which have been alienated from proper custody and may, when
necessary, institute actions to recover such records.
No record shall be destroyed or otherwise disposed of by a department
of the Town of Urbana 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.
Insofar as the provisions of this article are inconsistent with
the provisions of any other local law, rule or regulation, the provisions
set forth herein shall be controlling.
