Source: https://www.ecode360.com/9394523
Timestamp: 2019-04-25 00:35:23+00:00

Document:
§ 197-2 Records management officer.
§ 197-3 Powers and duties of records management officer.
§ 197-4 Records Advisory Board.
§ 197-5 Custody of records.
§ 197-7 Disposal of records.
§ 197-8 Purpose and scope.
§ 197-9 Records access officer.
§ 197-10 Location of records.
§ 197-11 Hours for inspection.
§ 197-12 Requests for access.
§ 197-13 Subject matter list.
§ 197-14 Denial of access; appeals.
Those official records which have been determined by the officer and the 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 in connection with the transaction of official village business.
An establishment maintained by the village 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 transfer of records from one village department to any other village department.
Making information in records available to any village department for official use or to the public.
There shall be a Records Management Program established under the aegis of the Village Clerk and headed by the Village Clerk or his designee, who shall serve 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 Spring Valley 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 Spring Valley.
Information containing administrative, legal, fiscal, research historical or educational value which warrant their permanent retention.
The officer shall establish guidelines for proper records management in any department or agency of the Village of Spring Valley in accordance with local, state and federal laws and guidelines.
The officer shall operate a records management center for the storage, processing and servicing of all noncurrent and archival records for all Village of Spring Valley departments and agencies.
Advise and assist village departments in reviewing and selecting material to be transferred to the village archives for preservation.
Develop a confidentiality policy for archival records designated confidential, provided that such policy does not conflict with any federal or state statutes.
Provide information services to other village offices.
Collect archival materials which are not official village 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.
Provide advice to the records management officer on the development of the Records Management Program.
Review the performance of the program on an ongoing basis and propose changes and improvements.
Review retention periods proposed by the records management officer for records not covered by the state archives' schedules.
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 Village Clerk 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.
No records shall be destroyed or otherwise disposed of by a department of the village 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.
The Board of Trustees of the Village of Spring Valley is responsible for ensuring compliance with the regulations herein and designates the Village Clerk and, in his or her absence, the Deputy Village Clerk as records access officer, who shall be responsible for ensuring appropriate agency response to public requests for access to records. The designation of a records access officer shall not be construed to prohibit officials who have in the past been authorized to make records or information available to the public from continuing to do so.
Deny access to the records, in whole or in part, and explain, in writing, the reasons therefor.
The records of which the Village of Spring Valley is a custodian cannot be found after diligent search.
Records shall be available for public inspection and copying at the office of the Village Clerk, Senator Gene Levy Municipal Plaza, Spring Valley, New York.
A response shall be given regarding any request reasonably describing the record or records sought within five (5) business days of receipt of the request.
If the records access officer does not provide or deny access to the records sought within five (5) business days of receipt of a request, he or she shall furnish a written acknowledgment of receipt of the request and a statement of the approximate date when the request will be granted or denied. If access to records is neither granted nor denied within ten (10) business days after the date of acknowledgment of receipt of a request, the request may be construed as a denial of access that may be appealed.
If requested records are not provided promptly, as required in § 197-12D of this Article, such failure shall also be deemed a denial of access.
The Board of Trustees shall hear appeals for denial of access to records under the Freedom of Information Law. Such appeals shall be made within thirty (30) days of a denial.
Whether the denial of access was in writing or due to failure to provide records promptly as required by § 197-12D.
The Board of Trustees shall inform the appellant and the Committee on Open Government of its determination, in writing, within ten (10) business days of receipt of an appeal. The determination shall be transmitted to the Committee on Open Government in the same manner as set forth in Subsection E of this section.
The fee for photocopies not exceeding eight and one-half by fourteen (8 1/2 x 14) inches shall be the current fee mandated by the state.

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