[HISTORY: Adopted by the Malone Village Board 1-22-1996. Amendments
noted where applicable.]
The RMO, or the RMO's designee, shall be responsible for
the records management program established by this resolution and
subsequent amendments thereto. Said officer will be responsible for
administering the noncurrent (inactive) and archival public records
for the Village of Malone in accordance with local, state and federal
laws and guidelines. Said officer shall also be responsible for overseeing
micrographics and technology projects involving the Village of Malone
records according to quality control specifications and guidelines.
A.
The Village Clerk or the RMO's designee shall have all the necessary
powers to carry out the efficient administration of records, the determination
of value, use, 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 Malone.
B.
The Village Clerk or his/her designee shall establish guidelines
for proper records management in any department or agency of the Village
of Malone in accordance with local, state and federal laws, regulations
and guidelines.
C.
The Village Clerk or his/her designee shall report annually to the
Village Board 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 the RMO's
designee.
The Village Clerk shall have at his/her disposal adequate space
dedicated specifically for the storage, processing and servicing of
noncurrent (inactive) and archival records for all local government
departments and agencies. The records center will be administered
by the Village Clerk or the RMO's designee.
A.
The Village Clerk or his/her designee shall be the sole officer with
authority over the disposition of local government 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.
B.
Records shall be transferred to the Village of Malone Archives upon
the recommendation of the RMO with the approval of the head of the
department which has legal custody of the records and the approval
of the Records Advisory Board. Records of local government agencies
now or in the future defunct shall pass to the legal custody of the
Village of Malone Archives.
The Village of Malone counsel, in consultation with the RMO,
may take steps to recover local government records which have been
alienated from proper custody and may, when necessary, institute actions
of replevin.
A.
The Village Board shall appoint a Records Advisory Board of six members
based on recommendations by the Village Clerk. The Records Advisory
Board shall be composed of the RMO, the local government's counsel,
the fiscal officer, an administrative officer and the local government's
historian. One member of the Village Board shall serve as an ex-officio
member of the Records Advisory Board.
B.
The function of the Records Advisory Board shall be to advise and
make suggestions to the Village Clerk or designee on future improvements
of the Village of Malone Records Management Program. The Board shall
meet at least twice a year.
C.
The Village Clerk or the RMO's designee shall call all meetings
of the Records Advisory Board, presenting progress reports of the
program to the Board, reviewing local government records management
and archives policies with the Records Advisory Board and examining
and discussing recommendations offered by the Records Advisory Board.
