Source: https://www.ecode360.com/7233761
Timestamp: 2020-04-05 09:08:16
Document Index: 360822598

Matched Legal Cases: ['§ 156', '§ 156', '§ 156', '§ 156', '§ 156', '§ 156', '§ 156']

Village of Monroe, NY Records Management
§ 156-1 Program established; responsibility of Officer.
§ 156-2 Powers and duties of Officer.
§ 156-3 Records Advisory Board.
§ 156-4 Custody and removal of records.
§ 156-5 Replevin.
§ 156-6 Disposal of records.
§ 156-8 When effective.
Chapter 156 Records Management
[HISTORY: Adopted by the Board of Trustees of the Village of Monroe 9-18-2001 by L.L. No. 1-2001. Amendments noted where applicable.]
Public access to records — See Ch. 40.
There shall be a Records Management Program established under the aegis of the Board of Trustees of the Village of Monroe 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 Village of Monroe 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 Monroe.
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, as follows:
Information containing administrative, legal, fiscal, research, historical or educational value which warrant its permanent retention.
Establish guidelines for proper records management in any department or agency of the Village of Monroe in accordance with local, state and federal laws and guidelines.
Operate a records management center for the storage, processing and servicing of all noncurrent and archival records for all Village of Monroe departments and agencies.
Establish a Village of Monroe Archives and perform the following functions:
Advise and assist Village of Monroe departments in reviewing and selecting material to be transferred to the Village of Monroe 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 of Monroe offices.
Collect archival materials which are not official Village of Monroe records but which have associational value to the Village of Monroe or a close relationship to the existing archival collection. Such collecting shall be subject to the archive space, staff and cost limitations and to the potential endangerment of such materials if they are not collected by the archives.
There shall be a Records Advisory Board designated to work closely with and provide advice to the Records Management Officer. The Board shall consist of the Mayor, Village Attorney and Village Historian.
To review the performance of the program on an ongoing basis and propose changes and improvement.
To review retention periods proposed by the Records Management Officer for records not covered by state activities schedules.
A Village of Monroe department 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 of Monroe 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.
Those official records which have been determined by the Officer and Advisory Committee to have sufficient historical or other value or 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 ordinance or in connection with the transaction of official Village of Monroe business.
An establishment maintained by the Village of Monroe 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 removal by the Village of Monroe, 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 disposal of temporary records by destruction or donation;
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; or
The transfer of records from one Village of Monroe department to any other Village of Monroe department.
The planning, controlling, directing, organization, training, promotion and other managerial use and records disposition, including records preservation, records disposal and records centers or other storage facilities.
Making information in records available to any Village of Monroe agency for official use or to the public.