[Adopted 1-24-1996 (Sec.
10615 of the 1996 Code)]
To provide maximum service to Village departments in compliance
with New York State's Local Government Records Law. This article governs
the life cycle of the public record from its creation, through its
active life to its ultimate disposition. This includes secure storage
and retrieval, destruction, reproduction or permanent preservation
as required or deemed appropriate by the Board of Trustees. This article
includes information in any form (textual, pictorial, cartographic,
audio-visual, or machine-readable) created or received, and owned
by the Village and used to conduct Village business.
As used in this article, the following terms shall have the
meanings indicated:
ARCHIVAL RECORDS
Permanent records which are not current and are not required
to be retained in the office in which they originate or are received.
"Permanent records" means records which have permanent or enduring
administrative, legal, fiscal, research or historical value and, in
consequence thereof, should be retained and preserved indefinitely.
CONFIDENTIAL RECORDS
Records which, because of their subject matter, may only
be used by a limited number of Village employees or officials.
INACTIVE or DISPOSABLE RECORDS
Records which have temporary value and, in consequence, may
be destroyed after the lapse of a specified time, or after the occurrence
of some act which renders them valueless.
OFFICIAL RECORDS
Records which are available to Village employees and officials,
but which are not made available to the public.
PUBLIC RECORDS
Publicly distributed information which is available to anyone.
RECORD SERIES
Any groups of related records which are normally used and
filed as a unit and which permit evaluation as a unit for disposition
purposes.
RETENTION PERIOD
The period of time that must elapse before the records are
disposed.
VILLAGE RECORDS
Paper documents including both written and printed matter,
books, drawings, maps, plans, photographs; microforms; motion-picture
films, sound and video recordings; computerized data on disk or tape;
or copies thereof made or received by an office of the Village in
connection with the transaction of Village business, and retained
by such office as evidence of the activities of the Village or because
of the information contained therein.
A.
Nonrecords. Include certain categories of materials found in
Village offices which are not considered official Village records:
(1)
Library and museum material made or acquired and preserved solely
for reference or exhibition purposes, stocks of publications and of
processed documents, and extra copies of documents preserved only
for convenience of reference; and
(2)
Personal papers not relating to the official functions of an
office or created in pursuance of non-Village activities.
Records shall be available for public inspection and copying
at:
Village of Dryden
16 South Street
Dryden, NY 13053
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If any provision of this article or the application thereof
to any person or circumstances is adjudged invalid by a court of competent
jurisdiction, such judgment shall not affect or impair the validity
of the other provisions of this article or the application thereof
to other persons and circumstances.