[Adopted 9-4-2007 by Ord. No. 24-07]
There shall be a permanent commission of City officials and employees known as the Records Management Commission. The purpose of the Commission shall be to establish priorities, standards, guidelines and procedures to systematically manage the City's records in order to comply with state-mandated retention schedules and to preserve documents of historic value. The Commission shall be appointed by the Mayor with the consent of the Common Council every two years.
The Records Management Commission shall consist of the following nine City officials and employees:
The Mayor, or his/her designee.
The Town Clerk.
The Finance Director, or his/her designee.
An employee of the Finance Department, selected by the Finance Director, who has experience in grant writing.
The Information Technologies Director.
The Public Works Director.
The Director of Russell Library.
The Emergency Management Director.
The General Counsel.
[Amended 5-2-2013 by Ord. No. 11-13]
The Commission shall conduct a systematic records inventory, implementing the state records retention/disposition schedules, including disposition of all nonrecord materials and records past their established retention periods, and shall develop official records management policies and procedures.
The Commission shall develop an approved centralized records center, which shall include approved on-site and off-site storage facilities.
The Commission shall develop an Emergency Disaster Plan specifically designed to preserve and protect City records.
The Commission shall determine how to manage and organize the permanent archive of the City's records to preserve public records with intrinsic historic value that are dated prior to 1920. The Commission shall evaluate conservation treatments for such records, make recommendations for reversing any damaging treatments and establish a policy for the future treatment of such records to prevent loss or damage.
The Commission shall apply to the Connecticut State Library for grants available through the Historic Document Preservation Grant Program and shall make recommendations to the Mayor and the Common Council concerning the expenditure of City funds to achieve the goals of this article.