[HISTORY: Adopted by the Town Board of the Town of Hamburg 2-26-1996
by L.L. No. 2-1996. Amendments noted where applicable.]
Records Retention and Disposition Schedule MU-1, issued pursuant to
Article 57-A of the Arts and Cultural Affairs Law and containing legal minimum
retention periods for municipal government records, is hereby adopted for
use by all municipal officers in disposing of municipal government records
listed therein.
In accordance with Article 57-A:
A.
Only those records will be disposed of that are described
in Records Retention and Disposition Schedule MU-1 after they have met the
minimum retention period prescribed therein.
B.
Only those records will be disposed of that do not have
sufficient administrative, fiscal, legal or historical value to merit retention
beyond established time periods.
The Town Clerk is designated as the Records Management Officer and shall
be responsible for the records management program established by this article
and subsequent amendments thereto. Said Officer will be responsible for administering
the noncurrent and archival public records for the Town of Hamburg in accordance
with local, state and federal laws and guidelines. Said officers shall also
be responsible for overseeing microfilming of town records according to recognized
standards and specifications.
A.
The Town Clerk or the designee of the Town Clerk 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 Hamburg.
B.
The Town Clerk or the designee of the Town Clerk shall
establish guidelines for proper records management in any department or agency
of town government in accordance with local, state and federal laws and guidelines.
C.
The Town Clerk or the designee of the Town Clerk shall
report annually to the Town Board on the powers and duties herein mentioned,
including, but not limited to the cost/benefit ratio of programs implemented
to the Town Clerk or the designee.
The Town Clerk shall have at his/her disposal a storage room at the
Hamburg Town Hall 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 "Town of Hamburg Records Center." The
Town Clerk or designee shall operate the Hamburg Records Center.
The Town Clerk or the 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 respective office or department.
A.
The Hamburg Town Board shall appoint a five-member Records
Advisory Board based on recommendations by the Town Clerk. The Records Advisory
Board shall be composed of the Town Clerk, as Records Management Officer,
the Town Supervisor, a representative of the Hamburg Town Board, the Town
Attorney and the Town Historian or their designees.
B.
The function of this Board shall be to advise and make
suggestions to the Town Clerk or his/her designee on improvements to be made
to the Hamburg Records Management Program. The Board shall meet at least twice
a year and more so, if needed.
C.
The Town Clerk or his/her designee shall be responsible
for calling all meetings of the Records Advisory Board, making progress reports
concerning the Records Management Program to the Records Advisory Board and
following up on advice and/or suggestions offered by the Records Advisory
Board.
As used in this article, the following terms shall have the meanings
indicated:
Those officials 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.
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.
An establishment maintained by the Town of Hamburg 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.
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.
Making information in records available to any county agency for
official use or the public.
This chapter shall take effect immediately after proper filing, including
with the Office of the Secretary of State.
