[HISTORY: Adopted by the Board of Trustees of the Village of Naples as indicated in article histories. Amendments noted where applicable.]
Article I Records Management
The Village Clerk shall serve as the Records Management Officer. The Records Management Officer or his or her designee (hereafter referred to collectively as "RMO") shall be responsible for the records management program established by this article and subsequent amendments thereto. The RMO will be responsible for administering the inactive and archival public records for the Village of Naples in accordance with local, state, and federal laws and guidelines. The RMO shall be responsible for overseeing any new technology projects involving Village records.
The RMO shall have all the necessary powers to carry out the efficient administration of records, the determination of value, use, preservation, storage and disposition of the inactive and archival public records kept, filed or received by the offices and departments and guidelines.
The RMO shall establish guidelines for proper records management in any department or agency of the Village of Naples in accordance with local, state, and federal laws, regulations and guidelines.
The RMO shall report annually to the Village Board on the powers and duties herein mentioned, including but not limited to the cost/benefit ratio, efficiencies, and administrative economies of programs implemented by the RMO.
The RMO shall have at his/her disposal adequate designated space dedicated specifically for the storage, processing and servicing of inactive and archival records for all Village departments and agencies. The records center will be administered by the RMO.
The RMO shall be the sole officer with authority over the disposition of records in consultation with the respective officer or department head who had custody of the records of his/her respective office or department and with the Records Advisory Committee.
Records shall be transferred to the Village archives upon recommendation of the RMO, with the approval of the head of the department which has legal custody of the records and the approval of the Records Advisory Committee.
The Village Board shall appoint a Records Advisory Committee consisting of four members. The Records Advisory Committee shall be composed of a member of the Village Board, the Village Attorney, the RMO and one member designated by the Village Board.
The function of the Records Advisory Committee shall be to advise and make suggestions to the RMO on future improvements of the Village of Naples Records Management Program. The Committee shall meet at least twice a year.
The RMO shall call all meetings of the Records Advisory Committee. At said meeting, the RMO shall present progress reports of the program, review records management and archives policies, and examine and discuss recommendations offered by the Records Advisory Committee.