Source: http://www.archives.nysed.gov/a/records/mr_laws_reg185.shtml
Timestamp: 2013-06-19 22:17:23
Document Index: 216984844

Matched Legal Cases: ['art 185', '§ 185', '§ 185', '§ 185', '§ 185', '§ 185', '§ 185', '§ 185']

Part 185, 8NYCRR - Regulations of the Commissioner of Education | New York State Archives
(REGULATIONS OF THE COMMISSIONER OF EDUCATION) as effective January 3, 2008
§ 185.1 Definitions. As used in this Part: (a) Records management officer means the local officer charged with the responsibility to develop and coordinate the local records management program in accordance with section 57.19 of the Arts and Cultural Affairs Law.
(3) Each local government established, or notified by the commissioner that it constitutes a local government (as defined in section 57.17, Arts and Cultural Affairs Law), after April 30, 1989 shall designate a local officer as records management officer within 60 days of its establishment, or after the commissioner's notification. The governing body of each local government established, or notified by the commissioner that it constitutes a local government, after April 30, 1989 shall notify the commissioner of the name, title or position in the local government, and contact information of the designated records management officer within one month of such designation or notification. (4) Municipal housing authorities and the Utica Transit Authority, the disposition and reproduction of whose records are subject to sections 59 and 60 of the Public Housing Law and sections 68 and 69 of the Transportation Law respectively, shall not be required to designate a records management officer pursuant to this section.
(b) Vacancy in the position of records management officer. (1) Whenever a vacancy shall occur in the position of records management officer, a replacement shall be designated within 60 days.
§ 185.3 Local Government Records Advisory Council. (a) Membership of the Local Government Records Advisory Council.
(3) reviewing and advising on the development and delivery of State Archives services to local governments; (4) encouraging organizations, groups and individuals to work for improved local government records management programs; and
§ 185.4 Development and use of records retention and disposition schedules. (a) When establishing retention periods, the commissioner shall consider the following: (1) the administrative, legal, fiscal, research, and historical value of the information contained in the records;
(2) their importance for documenting local government; (3) their statewide significance; (4) the requirements of State and Federal agencies; (5) costs to local governments for maintaining the records; and
(a) The following records retention and disposition schedules issued by the Commissioner of Education prior to March 9, 1990, and adopted by resolution of the governing body of a local government, may continue to be used by that local government to legally dispose of records after March 9, 1990 in accordance with section 57.25 of the Arts and Cultural Affairs Law, until superseded pursuant to subdivision (b) of this section. All of the schedules are published by The University of the State of New York, The State Education Department, Albany, NY 12234, and are available at the State Archives, 9A47 Cultural Education Center, Albany, NY 12230:
(2) records retention and disposition schedule MI-1 (1988; rev. 2006), as set forth in section 185.14 of this Part and Appendix K of this Title, for all local governments except those covered by records retention and disposition schedules CO-2, MU-1 and ED-1; (3) records retention and disposition schedule ED-1 (1988; rev. 2004), as set forth in section 185.12 of this Part and Appendix I of this Title, for school districts, boards of cooperative educational services, teacher resource and computer training centers and county vocational education and extension boards.
(b) The following records retention and disposition schedule, issued by the Commissioner of Education in accordance with section 57.25 of the Arts and Cultural Affairs Law, shall be adopted by the governing body of each affected local government. This schedule is published by The University of the State of New York, The State Education Department, Albany, NY 12234, and is available at the State Archives, 9A47 Cultural Education Center, Albany, NY 12230:
(1) Records retention and disposition schedule CO-2 (1990; rev. 2006), as set forth in section 185.13 of this Part and Appendix J of this Title, is adopted for records of counties.
§ 185.6 Special approvals for disposition of records. (a) Records not listed on a records retention and disposition schedule. Records not listed on a records retention and disposition schedule shall not be disposed of without the approval of the commissioner. Whenever a local government record is identified as not being listed on a records retention and disposition schedule, the commissioner, in accordance with section 57.25(2) of the Arts and Cultural Affairs Law, will determine the minimum length of time the record needs to be retained and issue an amendment to all appropriate schedules. (b) Records damaged by natural or manmade disasters. Local governments may apply to the commissioner to dispose of records whose retention periods have not expired in cases where those records have been damaged by natural or manmade disaster, and when the information contained in those records is substantially destroyed or obliterated or the records constitute a human health or safety risk. Those records may be disposed of following application to the commissioner and after the consent of the commissioner has been granted
(d) Disposition of employee disciplinary, investigative and performance evaluation records. Notwithstanding any minimum retention period set forth in a records retention and disposition schedule issued by the commissioner pursuant to this Part, a local government may dispose of, or remove certain information from specified employee disciplinary, investigative and performance evaluation records, prior to the time when the appropriate minimum retention period has expired, when this disposition or removal is based on a provision of a collective bargaining agreement in effect between a local public employer and a public employee labor organization. § 185.7 Replacing original records with microforms or electronic images. (a) Negative microphotographic film. When a microform will replace an original record having a legal minimum retention period of 10 years or longer and when the local government still must maintain it for at least 10 years to meet this requirement, or when the records being microphotographed are identified on a records retention and disposition schedule as having a permanent retention period, only a polyester-based black and white silver gelatin microform shall be used as the original camera negative film.
§ 185.8 Retention and preservation of electronic records. (a) A local government shall ensure that records retention requirements are incorporated into any plan and process for design, redesign, or substantial enhancement of an information system that stores electronic records. (b) A local government shall ensure that electronic records are not rendered unusable because of changing technology before their retention and preservation requirements are met. In the case of archival electronic records, a local government, in consultation with the State Archives, must determine that the records will remain usable and accessible by ensuring that the records are retained in currently available file formats and by creating adequate documentation of the records and their systems as defined in subdivision (c) of this section.
(1) specify all technical characteristics necessary for reading and processing the records; (2) identify all defined inputs and outputs from the system; (3) define the contents of the files and records;
(d) A local government shall prepare and store in a secure off-site facility copies of archival electronic records in order to safeguard against loss. (e) For electronic media that contain permanent or archival electronic records, a local government shall institute maintenance procedures to:
(6) prepare external labels to identify each media unit, the name of the organizational unit responsible for the records, and the records title. § 185.9 Storage of records in non-local government facility. Agreements for storage of local government records in facilities other than those owned or maintained by the local government shall meet criteria established by the commissioner and must be approved by the commissioner.
(b) Applications. The local government shall submit an application, including a proposed budget, in a form prescribed by the commissioner, and by the dates prescribed by the commissioner. (c) The commissioner shall award grants to eligible applicants in accordance with the operational and expenditure plan adopted pursuant to section 57.35(4) of the Arts and Cultural Affairs Law and the criteria specified in section 57.35(2) of the Arts and Cultural Affairs Law. In addition, the commissioner shall consider the applicant's commitment to provide ongoing support for records management activities after the grant funding ends.
(5) capital expenditures for equipment, including computers, directly needed for the projects; (6) the cost of producing publications directly related to the projects; and