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 Chenango in accordance with local, state
and federal laws and guidelines.
As used in this chapter, the following terms shall have the meanings
indicated:
ARCHIVES
Those official records which have been determined by the officer
and advisory committee to have sufficient historical or other value to warrant
their continued preservation by the local government.
RECORDS
Any documents, books, papers, photographs, sound records, 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 of Chenango business.
RECORDS CENTER
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.
RECORDS DISPOSITION
A.
The removal by the Town of Chenango, in accordance with Records Retention
and Disposition Schedule MU-1, provided by the New York State Archives and
Records Administration, 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/archives for temporary
storage of inactive 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 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.
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 Chenango.
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 Chenango
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 Chenango 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 the creating, maintaining, storing
and servicing of archival materials.
(3) Establishment and maintenance of an adequate repository
for the proper storage, conservation, processing and servicing of archival
records.
(4) 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 Board 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 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 Board 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 Chenango 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.