[Adopted 9-21-1989 by L.L. No. 6-1989 (Ch.
100 of the 1978 Code)]
As used in this article, the following terms
shall have the meanings indicated:
Those official records which have been determined by the
officer and Advisory Committee to have sufficient historical or other
value to warrant their continued preservation by the local government.
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 Lake Grove
business.
An establishment maintained by the Village of Lake Grove
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 use and records disposition, including
records preservation, records disposal and records center or other
storage facilities.
Making information in records available to any village agency
for official use or to the public.
There shall be a Records Management Program
established under the aegis of the Village of Lake Grove and headed
by the Village Clerk as records management officer (RMO). The officer
will be responsible for administering the noncurrent and archival
public records and storage areas for the Village of Lake Grove in
accordance with local, state and federal laws and guidelines.
The 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 offices and departments
of the Village of Lake Grove.
A.
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. Classifications shall
be as follows:
(1)
Obsolete and unnecessary records according to New
York State Records Retention and Disposition Schedules thereby subject
to disposition;
(2)
Information containing administrative, legal, fiscal,
research, historical or educational value which warrant their permanent
retention; or
(3)
Records not subject to disposition according to state
law.
B.
The officer shall establish guidelines for proper
records management in any department or agency of the Village of Lake
Grove in accordance with local, state and federal laws and guidelines.
C.
The officer shall report annually to the chief executive
official and the governing body on the powers and duties herein mentioned,
including but not limited to the cost-benefit ratio of programs effectuated
by the department.
D.
The officer shall operate a Records Management Center
for the storage, processing and servicing of all noncurrent and archival
records for all Village of Lake Grove departments and agencies.
E.
The officer shall establish a Village of Lake Grove
Archives and perform the following functions:
(1)
Advise and assist Village of Lake Grove departments
in reviewing and selecting material to be transferred to the Village
of Lake Grove Archives for preservation.
(2)
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.
(3)
Establish and maintain an adequate repository for
the proper storage, conservation, processing and servicing of archival
records.
(4)
Promulgate rules governing public access to and use
of records in the archives, subject to the approval of the Records
Advisory Board.
(5)
Develop a confidentiality policy for archival records
designated confidential, provided that such policy does not conflict
with any federal or state statutes.
(6)
Provide information services to other village offices.
(7)
Collect archival materials which are not official
Village of Lake Grove records but which have associational value to
the village 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.
(8)
Develop a procedure whereby historically important
records are to be identified at the point of generation.
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 the Village Board. The Board shall
meet periodically and have the following duties:
A.
Provide advice to the records management officer on
the development of the Records Management Program.
B.
Review the performance of the program on an ongoing
basis and propose changes and improvements.
C.
Review retention periods proposed by the records management
office for records not covered by State Archives' schedules.
D.
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.
A.
A Village of Lake Grove department is the legal custodian
of its records and shall retain custody of records deposited in the
records center. Records transferred to or acquired by the archives
shall be under the custody and control of the archives rather than
the department which created or held them immediately prior to being
transferred to the archives.
B.
Records shall be transferred to the archives upon
the recommendation of the RMO, with the approval of the head of the
department which has custody of the records and the approval of the
Records Advisory Board.
C.
Records may be permanently removed from the archives
at the request of the RMO or the head of the department which had
custody of the records immediately prior to the transfer of those
records to the archives, subject to the approval of the Records Advisory
Board.
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 Lake Grove 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.
