Source: https://ecode360.com/6520148
Timestamp: 2019-04-24 22:33:38+00:00

Document:
§ 182-1 Designation of fiscal officer.
§ 182-2 Designation of records access officers.
§ 182-3 Location of records.
§ 182-4 Availability of records.
§ 182-6 Denial of access.
§ 182-7 Subject matter list.
§ 182-8 Written requests for records.
§ 182-10 Program established; records management officer.
§ 182-11 Powers and duties.
§ 182-12 Records Advisory Board established; duties.
§ 182-13 Custody of records; removal.
§ 182-15 Disposal of records.
The City of Saratoga Springs, New York, hereby designates the Commissioner of Finance, who is the officer charged with the duty of preparing payrolls, as the fiscal officer of the City of Saratoga Springs.
Mayor's office: the Mayor, City Hall.
Department of Accounts: the Commissioner of Accounts, City Hall.
Department of Finance: the Commissioner of Finance, City Hall.
Department of Public Safety: the Commissioner of Public Safety, City Hall.
Department of Public Works: the Commissioner of Public Works, City Hall.
The above-listed records access officers may designate authorized representatives to act in the event of their absence.
The records of each department will be available in the office of such department for public inspection and copying.
The records are available for public inspection and copying during reasonable hours when the offices are open for business.
In the event that any copies of records are required by any applicant, a charge shall be made of $0.25 per page for photocopies not in excess of 9 inches by 14 inches or the actual cost of reproducing any other record, unless a different fee is otherwise provided by statute.
Any individual denied access to a public record in the Mayor's office may appeal such denial to the Mayor and where denied access to a public record in any department may appeal such denial to the Commissioner of that department at City Hall, Saratoga Springs, New York.
The City of Saratoga Springs shall maintain and make available for inspection and copying a current list, reasonably detailed by subject matter, of any record produced, filed or first kept or promulgated after September 1, 1974. The subject matter list shall be in every location designated as a place where records shall be made available for public inspection and copying.
Each department may, by individual rules, require written requests to be completed for certain specified records. The requirement for such written requests shall be incorporated and made a part of these rules and regulations.
Any documents, books, papers, photographs, sound records, 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 business of the City of Saratoga Springs.
Any establishment maintained by the City of Saratoga Springs 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 agency to any other village agency.
Making information in records available to any City agency for official use or to the public.
There shall be a records management program 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 Saratoga Springs in accordance with local, state and federal laws and guidelines.
Establish guidelines for proper records management in any department or agency of the City in accordance with local, state and federal laws and guidelines.
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.
Operate a records management center for the storage, processing and servicing of all noncurrent and archival records for all City departments and agencies.
Advise and assist City departments in reviewing and selecting material to be transferred to the City archives for preservation.
Provide information services to other City offices.
Collect archival materials which are not official City records but which have associational value to the City 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 on the appraisal of records for archival value and be the final sign-off entity as to what is or is not archival.
The City of Saratoga Springs 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.
The City 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 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.

References: § 182

§ 182

§ 182

§ 182

§ 182

§ 182

§ 182

§ 182

§ 182

§ 182

§ 182