New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle A - Governor's Office › Chapter I - Executive Orders › Part 4 - Executive Orders (Mario M. Cuomo) › Section 4.74 - Executive order no. 74: establishing a state records management council

Current through Register Vol. 46, No. 28, July 10, 2024
WHEREAS, the Executive Branch of State government has
					 undertaken a large-scale effort to simplify forms and to reduce the amount of
					 paper work which State government requires of business and the public;
					 and
WHEREAS, the creation, processing, storage, maintenance and
					 retrieval of State records must be accomplished effectively and efficiently,
					 without imposing unnecessary burdens upon the State, its citizens, businesses
					 and local governments; and
WHEREAS, use of modern information management systems can
					 decrease duplication, increase productivity, improve services while reducing
					 paper-work burdens and assure proper preservation of records having archival
					 value; and
WHEREAS, a sustained program of improvement in the
					 management of the State's information resources requires top management
					 support, close coordination among agencies, and systematic planning;
NOW, THEREFORE, I, Mario M. Cuomo, Governor of the State of
					 New York, by virtue of the authority vested in me by the Constitution and laws
					 of the State of New York, do hereby establish a State Records Management
					 Council to be chaired by my Special Assistant for Management and
					 Productivity.
I. Powers and Duties of
				  the Council
The council shall advise the Governor on the policies and
					 management actions needed to improve the overall condition of records
					 management in State agencies, reduce the unnecessary paper-work burdens State
					 agencies may require from citizens, businesses and local governments, and aid
					 in the identification, preservation and accessibility of the State's historical
					 records. In fulfilling this responsibility, the council shall:
1. Develop, implement and monitor a plan for
				  improving records management in all State agencies which is consistent with the
				  provisions of section 186 of the State Finance Law and other statutes governing
				  the records of the State.
2.
				  Coordinate and monitor the expansion of the Governor' s Forms
				  Simplification/Reduction Project to all State agencies.
3. Coordinate the development of records and
				  information management and paper-work reduction legislative
				  proposals.
4. Provide the necessary
				  training to agency records managers and support staff to improve records
				  management systems in all State agencies.
5. Meet with members of business,
				  governmental and any other appropriate associations or organizations to ensure
				  direct input from those most often affected by State records
				  requirements.
6. Undertake such
				  studies and programs as may be necessary to provide economical storage and
				  preservation of records.
7.
				  Establish programs in each State agency to review current records retention and
				  disposition schedules, to create such schedules for all records systems for
				  which they do not now exist, and to require prompt preparation of schedules for
				  new records systems as they are created. This applies to records in electronic
				  and other machine-readable forms, as well as to paper records.
8. Ensure agency cooperation with the State
				  Archives through appropriate agency administration of records designated as
				  archival, and through transfer of such records to the Archives as soon as they
				  have no essential administrative value to the agency.