A. 
The City Clerk shall be the Records Management Officer of the City of Cohoes. As RMO, the City Clerk shall be responsible for administering the current, noncurrent, and archival public records and storage areas for the City of Cohoes in accordance with local, state and federal laws and guidelines.
B. 
As used in this chapter, the following terms shall have the meanings indicated:
RECORDS
Any documents, books, papers, photographs, sound records, microforms, electronic transmissions or any other materials, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official City of Cohoes business.
The Records Management 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 City of Cohoes.
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.
B. 
The Records Management Officer shall establish guidelines for proper records management in any department or agency of the City of Cohoes in accordance with the local, state and federal laws and guidelines.
C. 
The Records Management Officer shall plan for the establishment of and operate a city archives and records storage facility for the storage, processing, and servicing of all noncurrent and archival records for all City of Cohoes departments and agencies.
D. 
The Records Management Officer shall oversee the following procedures which shall be subject to the approval of the Board of Managers:
(1) 
The review and selection of material to be transferred to the city archives and records storage facility for preservation.
(2) 
The survey and examination of public records to determine the most suitable methods to be used for the creating, maintaining, storing and servicing of archival materials.
(3) 
Establishment and maintenance of an adequate repository for the proper storage, conservation, processing and servicing of archival records.
(4) 
Establishment of rules governing public access to and use of records in the archives.
The Board of Managers shall adopt a records management policy and procedures. The Board of Managers shall act as a records advisory board and shall review retention periods proposed by the Records Management Officer for records not covered by state archives' schedules. The Board shall provide advice on the appraisal of records for archival value and be the final sign-off entity as to what is or is not archival.
The Records Management Officer shall maintain physical custody, as far as practicable, and the official responsibility for all records. Department heads shall retain constructive control and authority over all department records.
Records Retention and Disposition Schedule MU-1, issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, 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.
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.