Source: https://www.ecode360.com/12181441
Timestamp: 2019-04-20 02:17:43+00:00

Document:
§ 63-1 Statement of intent.
§ 63-2 Program established; designation of records management officer.
§ 63-4 Powers and duties of records management officer.
§ 63-5 Records Advisory Board.
§ 63-6 Custody and control of records.
§ 63-7 Disposal of records.
§ 63-9 Records inaccessible to the public.
§ 63-10 Designation of records access officers; responsibilities.
§ 63-11 Location of records.
§ 63-12 Hours for public inspection.
§ 63-13 Procedure for requests.
§ 63-14 Subject matter list.
§ 63-15 Denial of access; appeals.
Program established; designation of records management officer.
Powers and duties of records management officer.
Custody and control of records.
Records are essential to the administration of local government. They contain the information that keeps government programs functioning. It is our intent that a records management program be established which will assist officials in making decisions, administering programs and providing administrative continuity with past operations. The program would be intended to document delivery of services, show the legal responsibilities of government and protect the legal rights of citizens. It will contain information on taxation and on the management and expenditure of funds. These records will also document the historical document of government itself, the community and the people of the Village of Monticello.
There shall be a records management program established under the aegis of the Village Manager and headed by a records management officer. The Village Clerk is designated as the records management officer and will be responsible for administering the current and archived public records in storage areas for the Village of Monticello in accordance with local, state and federal laws and guidelines.
Those official records which have been determined by the officer and Advisory Committee to have sufficient historical or other value to warrant the continued preservation by the village.
Official files, minutes and 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 conjunction with the transaction of official village business.
An establishment maintained by the departments or records management officer 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 removal by the village in accordance with approved records control schedules of records no longer necessary for the conduct of business by such agency through removal methods which may include the disposition of temporary records by destruction or donation or the transfer of records to a central storage facility for temporary or permanent storage of records determined to have historical or other sufficient value warranting continued preservation and the transfer of records from one village agency to another village agency.
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 the records center or other storage facilities.
Making information in records available to any agency for official use or to the public.
The records management officer shall have all the necessary powers deemed appropriate by the Village Manager to carry out the efficient administration, determination of value, use, preservation, storage and disposition of the public records kept, filed or received by the officers and departments of the Village of Monticello.
Records not subject to disposition according to state law.
The records management officer shall establish guidelines for proper records management in any department of the village government in accordance with local, state and federal laws and guidelines.
The records management officer shall report annually to the Village Manager and the Board of Trustees on the powers and duties herein mentioned, including but not limited to the development and progress of programs to date and planned activities for subsequent years.
The records management officer shall operate a central records management storage facility for storage, processing and servicing of all village records for all village departments and agencies.
The development of a comprehensive records management program.
The conduct of an initial survey and analysis of all records, to be followed up annually with a report of records stored.
The encouragement and coordination of the continuous legal destruction of obsolete records through the adoption and use of the state archive record retention and distribution schedules.
The development of a suitable retention period for records not covered by the State Records Retention and Disposition Schedules.
The assistance to each department for the establishment of a records management system to support the overall village records management program.
The setting up and overseeing of a center for the storage of inactive records.
The coordinating and carrying out or participating in the planning for development of advanced records management systems and equipment.
The preparation of special and annual reports for the Village Manager and the Board of Trustees on records management program progress, cost savings and cost avoidance problems and additional issues.
To provide advice to the records management officer on the development of the records management program.
To review the performance of the program on an ongoing basis and propose changes and improvements.
To review retention periods proposed by the records management officer for records not covered by the state archive schedules.
To 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.
The records management officer shall maintain physical custody and the official responsibility for all records. Department heads shall retain constructive control and authority over all department records.
No records shall be destroyed or otherwise disposed of by a department of the Village of Monticello 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.
Records inaccessible to the public.
Designation of records access officers; responsibilities.
The people's right to know the process of governmental decisionmaking and to review the documents and statistics leading to determinations is basic to our society. Access to such information should not be thwarted by shrouding it with the cloak of secrecy or confidentiality.
Editor's Note: See Art. 6 of the Public Officers Law.
as well as records otherwise available by law.
External audits, including but not limited to audits performed by the Comptroller and the federal government.
Those which are examination questions or answers which are requested prior to the final administration of such questions.
Village Clerk, 2 Pleasant Street, Monticello, New York 12701.
Deputy Village Clerk, 2 Pleasant Street, Monticello, New York 12701.
Upon request for copies of records, make a copy available upon payment or offer to pay established fees, if any, in accordance with § 63-16.
The records of which the Village of Monticello is custodian cannot be found after diligent search.
Records shall be available for public inspection and copying at the office of the Village Clerk, 2 Pleasant Street, Monticello, New York 12701.
Requests for public access to records shall be accepted and records produced during all hours the Village Clerk's office is regularly open for business. These hours are 9:00 a.m. until 5:00 p.m.
If requested records are not provided promptly as required in § 63-13D of these regulations, such failure shall also be deemed a denial of access.
The following person or persons or body shall hear appeals from denial of access to records under the Freedom of Information Law: the Village Manager of the Village of Monticello, 2 Pleasant Street, Monticello, New York 12701, (914) 794-6130.
Whether the denial of access was in writing or due to failure to provide records promptly as required by § 63-13D.
The person or body designated to hear appeals shall transmit to the Committee on Open Government copies of all appeals upon receipt of appeals. Such copies shall be addressed to the Committee on Open Government, Department of State, 162 Washington Avenue, Albany, New York 12231.
The fee for photocopies not exceeding nine inches by 14 inches is $0.25 per page.
The fee for copies of records other than photocopies which are nine inches by 14 inches or less shall be the actual copying cost, excluding fixed agency costs such as salaries.

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 Art. 6
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 § 63