[Adopted 3-9-1989 by L.L. No. 1-1989 (Ch. 115 of the 1987 Code)]
A. 
There shall be a records management program established under the aegis of the City Council 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 City of Lackawanna in accordance with local, state and federal laws and guidelines.
B. 
City Clerk. The City Clerk or his/her designee shall be responsible for the records management program established by this article and subsequent amendments thereto.
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 City of Lackawanna.
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:
(1) 
Obsolete and unnecessary records according to New York State Records Retention and Disposition Schedules thereby subject to disposition; or
(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. 
Establish guidelines for proper records management in any department or agency of the City of Lackawanna in accordance with local, state and federal laws and guidelines.
C. 
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 City of Lackawanna departments and agencies.
E. 
The officer shall establish a City of Lackawanna Archives and perform the following functions:
(1) 
Advise and assist the City of Lackawanna Departments in reviewing and selecting material to be transferred to the City of Lackawanna 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 confidentiality policy for archival records designated confidential, providing such policy does not conflict with any federal or state statutes.
(6) 
Provide information services to other City of Lackawanna offices.
(7) 
Collect archival materials which are not official City of Lackawanna records but which have associational value to the City of Lackawanna or a close relationship to the existing archival collection. Such collecting shall be subject to archive space, staff, 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.
[Amended 1-21-1997 by L.L. No. 2-1997]
A. 
The Lackawanna City Council shall appoint a three-member Records Advisory Board based on the recommendations by the City Clerk. The Records Advisory Board shall be composed of City residents with the expertise in the fields of archives programs, or records management programs, or related field. The function of this Board shall be to advise and make suggestions to the City Clerk or his/her designee on improvements to be made to the Lackawanna Records Management Program. The Board shall meet at least twice a year and more so if needed.
B. 
One member of the Lackawanna City Council shall serve as an ex officio member of the Records Advisory Board.
C. 
The City 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.
A. 
The City Clerk or his/her designee 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 City of Lackawanna 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 article, 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 to warrant their continued preservation by the local government.
RECORDS
Any documents, books, papers, photographs, sound recordings, microforms, or any other material, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official City of Lackawanna business.
RECORDS CENTER
An establishment maintained by the City of Lackawanna 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
A. 
The removal by the City of Lackawanna, in accordance with the approved records control schedules, of records no longer necessary for the conduct of business by such agency through removal methods which may include:
(1) 
The disposal of temporary records by destruction or donation; or
(2) 
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; and
B. 
The transfer of records from one department to any other department.
RECORDS MANAGEMENT
The planning, controlling, directing, organizing, 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 City of Lackawanna department for official use or to the public.