[HISTORY: Adopted by the Council of the City of Rye 11-20-1996 by L.L. No. 11-1996. Amendments noted where applicable.]
There shall be a records management program established under the aegis of the City of Rye Clerk. The City Clerk is designated as the city's Records Management Officer. The officer will be responsible for administering the noncurrent and archival public records and storage areas for the city in accordance with local, state and federal laws and guidelines.
The City 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 officers and departments of the City of Rye.
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. "Archival material" shall be:
Obsolete and unnecessary records according to New York State Archives Records Retention and Disposition Schedules (MU-1) thereby subject to disposition;
Information containing administrative, legal, fiscal, research, historical or educational value which warrant their permanent retention; or
Records not subject to disposition according to state law.
Establish guidelines for proper records management in any department or agency of city government in accordance with local, state and federal laws and guidelines.
Report annually to the City Council on the powers and duties herein mentioned, including but not limited to the cost-benefit ratio of programs effectuated by the program.
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.
Establish an inactive records storage area for the storage, processing and servicing of all noncurrent and archival records for all city departments and agencies.
The Records Management Officer shall perform the following functions with respect to the city:
Advise and assist city departments in reviewing and selecting records to be transferred to the inactive records storage area for storage and/or preservation.
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.
Establish and maintain an adequate repository for the proper storage, conservation, processing and servicing of archival records.
Promulgate rules governing public access to and use of records in the archives, subject to the approval of the Records Advisory Board.
Develop a confidentiality policy for archival records designated confidential, provided that such policy does not conflict with any federal or state statutes.
Provide information services to other City of Rye offices.
Develop a procedure whereby historically important records are to be identified at the point of generation.
Collect archival materials which are not official City of Rye records but which have associational value to the city or a close relationship to the existing archival collection. Such collecting shall be subject to archive space, staff and cost limitations and to the potential endangerment of such materials if they are not collected by the archives.
There shall be a Records Advisory Board designated to work closely with and provide advice to the Records Management Officer. The Board shall consist of representatives appointed by the Mayor or City Manager. (It may consist of the City Auditor, the City Historian, one or two representatives of the City Council or others who may be beneficial to the duties of a Records Advisory Board.) The Board shall meet periodically and have the following powers and duties:
Provide advice to the City Records Management Officer on the development of the records management program.
Review the performance of the program on an ongoing basis and propose changes and improvements.
Review retention periods not covered by the SARA Schedule MU-1 or retention period changes recommended by department heads.
Provide advice on the appraisal of records for archival value and to be the final sign-off entity as to what is or is not archival.
The Records Management Officer shall maintain physical custody and official responsibility of all records in his/her possession. Department heads shall retain constructive control and authority over all department records, regardless of their physical location.
The City Attorney 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 city 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 this chapter, the following terms shall have the meanings indicated:
- Those official records which have been determined by the Records Management Officer and Advisory Committee to have sufficient historical or other value to warrant their continued preservation by the city.
- 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 city business.
- RECORDS MANAGEMENT
- 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.
- A. The removal by the city, 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:
- B. The transfer of records from one city agency to any other city agency.
- INACTIVE RECORDS STORAGE AREA
- An establishment maintained by the city 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.
- Making information in records available to any city department for official use or to the public.