The Town Clerk shall have at his/her disposal a storage room at the
Orchard Park Municipal Center dedicated specifically for the storage, processing
and servicing of all noncurrent and archival records for all town departments
and agencies. The storage room shall be called the Orchard Park Records Center.
The Town Clerk or designee shall operate the Orchard Park Records Center.
The Town Clerk or designee of the Town Clerk shall be the sole official
designated in the public officer's certification for using Records Retention
and Disposition Schedules or its successor and shall be the sole officer with
authority over the disposition of town records, after receiving approval of
the respective town officer or department head who has custody of the records
of his/her respective office or department.
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 town.
RECORDS
Any documents, books, papers, photographs, sound recordings, microforms
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 town business.
RECORDS CENTER
An establishment maintained by the Town of Orchard Park 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 by the town, in accordance with approved 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 for temporary storage
of archival records and permanent storage of records determined to have historical
or other sufficient value warranting continued preservation.
B.
The transfer of records from one town agency to any other
town agency.
RECORDS MANAGEMENT
The planning, controlling, directing, organizing, training, promotion
and other managerial activities involved in records creation, records maintenance
and use and records disposition, including records preservation, records disposal
and records centers or other storage facilities.
SERVICING
Making information in records available to any town agency for official
use or to the public.