New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle A - Governor's Office › Chapter I - Executive Orders › Part 7 - Executive Orders (David A. Paterson) › Section 7.42 - Executive order no. 42: establishing an executive chamber records management policy

Current through Register Vol. 46, No. 28, July 10, 2024
WHEREAS, there is great historic and educational value in
					 many records and communications of the Executive Chamber; and
WHEREAS, historians, journalists, educators and the general
					 public can gain a greater understanding of the manner in which New York State
					 is governed by having access to gubernatorial records, so long as such access
					 is consistent with the protection of applicable privileges and privacy
					 concerns, and does not unduly burden the Office of the Governor; and
WHEREAS, governors and their staff would benefit from
					 having critical records of prior administrations available to them upon taking
					 office; and
WHEREAS, electronic and digital technologies are rapidly
					 transforming government records management, and must be taken into account in
					 the process for preserving records in an orderly, comprehensive manner;
					 and
WHEREAS, the process and standards by which the records of
					 the Executive Chamber are preserved should be open and transparent to the
					 public, and consistent with the practices that are observed by other state
					 agencies; and
WHEREAS, it is appropriate that the Executive Chamber
					 comply with the objectives of §57.05 of the Arts and Cultural Affairs Law,
					 which provides for state agencies to compile a retention schedule and preserve
					 records in accordance with that schedule; and
WHEREAS, the purposes of §57.05 of the Arts and
					 Cultural Affairs Law can be achieved either through providing records of
					 historical value to the State Archives or to another appropriate and publicly
					 accessible archiving facility;
NOW, THEREFORE, I, David A. Paterson, Governor of the State
					 of New York, by virtue of the authority vested in me by the Constitution and
					 the Laws of the State of New York do hereby order as follows, with respect to
					 records of my administration:
1. The
				  Executive Chamber shall develop and implement a records management policy,
				  which shall include a retention schedule (the "Retention Schedule"), and shall
				  periodically review and revise such Retention Schedule consistent with this
				  Order. For purposes of this order, the term "Archive" shall mean an institution
				  that archives records, and provides a means for public access and review of
				  such records, including a research university, that is selected by the Governor
				  for record retention in accordance with this Order.
2. A member of the Executive Chamber
				  Counsel's Office shall be designated the Records Retention Officer. The Records
				  Retention Officer shall:
a. Coordinate
				  Executive Chamber staff's record retention activities;
b. Answer staff inquiries on record
				  retention; and
c. Review the
				  Retention Schedule to determine if changes are necessary as new series of
				  documents are located.