[HISTORY: Adopted by the Board of Trustees
of the Village of Round Lake as indicated in article histories. Amendments
noted where applicable.]
GENERAL REFERENCES
Information and Security Breach Notification Law — See Ch. 41.
[Adopted 2-7-1990]
In accordance with Article 57-A of the Arts
and Cultural Affairs Law:
A.
Only those records will be disposed of that are described
in Records Retention and Disposition Schedule MU-1 after they have
met the minimum retention period prescribed therein.
B.
Only those records will be disposed of that do not
have sufficient administrative, fiscal, legal or historical value
to merit retention beyond established time periods.
[Adopted 3-21-1994 by L.L. No. 1-1994]
The Village Clerk or her designee shall be responsible
for the records management program established by this article and
subsequent amendments thereto. Said officer will be responsible for
administering the noncurrent (inactive) and archival public records
for the Village of Round Lake in accordance with local, state and
federal laws and guidelines. Said officer shall also be responsible
for overseeing micrographics and technology projects involving Village
of Round Lake records according to quality control specifications
and guidelines.
The Village Clerk or her designee shall:
A.
Have all the necessary powers to carry out the efficient
administration of records, the determination of value, uses, preservation,
storage and disposition of the noncurrent (inactive) and archival
public records kept, filed or received by the offices and departments
of the Village of Round Lake.
B.
Establish guidelines for proper records management
in any department or agency of the Village of Round Lake in accordance
with local, state and federal laws, regulations and guidelines.
C.
Report annually to the Village of Round Lake on the
powers and duties herein mentioned, including, but not limited to,
the cost-benefit ratio, efficiencies and administrative economies
of programs implemented by the Village Clerk or her designee.
D.
Report annually to the Village of Round Lake on the
powers and duties herein mentioned, including, but not limited to,
the cost-benefit ratio, efficiencies and administrative economies
of programs implemented by the Village Clerk or her designee.
The Village Clerk shall have at her disposal
adequate designated space dedicated specifically for the storage,
processing and servicing of noncurrent (inactive) and archival records
for all Village departments and agencies, including, but not limited
to, the Village Clerk, the Building and Grounds Department, the Village
Historian's office and the Village Fire Department. The Records Center
will be administered by the Village Clerk or her designee.
The Village Clerk or designee shall be the sole
officer with authority over the disposition of Village records in
consultation with the respective local government officer or department
head who has custody of the records of his/her respective office or
department and with the local Records Advisory Board, where one exists.
No Village records, including, but not limited to, letters, notes,
receipts, bills, checks, photographs, deeds, legal documents, films,
magnetic recording devices and minutes, shall be removed from their
place of keeping (as designated by the Village Clerk or her designee)
without the Village Clerk's explicit consent. Receipts of all such
removals must be given.
The Village Counsel, in consultation with the
Village Clerk, may take steps to recover Village records which have
been alienated from proper custody and may, when necessary, institute
actions or replevin.
A.
The Village shall appoint a Records Advisory Board
of five members based on recommendations by the Village Clerk. The
Records Advisory Board shall be composed of the Village Clerk, the
Village Historian, the Project Director, the Mayor or Trustee and
one resident of the Village of Round Lake.
B.
The function of the Records Advisory Board shall be
to advise and make suggestions to the Village Clerk or her designee
on future improvements of the Village of Round Lake Records Management
Program. The Board shall meet at least once a year.
C.
The Village Clerk or her designee shall call all meetings
of the Records Advisory Board, presenting progress reports of the
program to the Board, reviewing Village records management and archives
policies with the Records Advisory Board, and examining and discussing
recommendations offered by the Records Advisory Board.
