There shall be a Records Management Program
established under the aegis of the Board of Trustees of the Village
of Monroe and headed by a Records Management Officer (RMO). The Officer
will be responsible for administering the noncurrent and archival
public records and storage areas for the Village of Monroe in accordance
with local, state and federal laws and guidelines.
The Legal Department 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 Village of Monroe 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.
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 or warrant their continued preservation by the local government.
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 Village of Monroe business.
RECORDS CENTER
An establishment maintained by the Village of Monroe 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
The removal by the Village of Monroe, 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:
A. The disposal of temporary records by destruction or
donation;
B. The transfer of records to the record center archives
for temporary storage of inactive records and permanent storage of
records determined to have historical or other sufficient value warranting
continued preservation; or
C. The transfer of records from one Village of Monroe
department to any other Village of Monroe department.
RECORDS MANAGEMENT
The planning, controlling, directing, organization, 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 Village of
Monroe agency for official use or to the public.
This chapter shall take effect immediately upon
adoption.