As used in this chapter, the following terms shall have the
meanings indicated:
Those official records which have been determined by the
Records Management Officer to have sufficient historical or other
value to warrant the continued preservation by the Town.
Official files, minutes and documents, books, papers, photographs,
electronic documents, sound recordings, video recordings, microforms
or any other materials, regardless of physical form or characteristics,
made or received pursuant to law or in conjunction with the transaction
of official Town business.
The person appointed by the Town Board, known as and referred
to herein as the Records Management Officer (RMO), who administers
the requests for public records in accordance with the rules and regulations
contained in this chapter of the Town Code.
One or more central storage area(s) maintained by the Records
Management Officer (RMO) for the storage, servicing, security and
processing of records which must be preserved for varying periods
of time.
Public access to Town court records are subject to the provisions
of the New York State Judicial Law and, therefore, are not subject
to provisions contained in this chapter of the Town Code.
The removal by the Town of Farmington, in accordance with
approved records control schedules, of the records no longer necessary
for the conduct of business by such agency through removal methods
which may include the disposition of temporary records by destruction
or donation or the transfer of records to a central storage facility
for records with scheduled retention periods or permanent storage
of records determined to have historical or other sufficient value
warranting continued preservation or the transfer of records from
one Town agency to another Town agency.
Official files, minutes and documents, in their native digital
format for the legally proscribed retention period for said records
as described in the adopted Local Governmental Services (LGS)-01 Schedule,
regulations of the State Commissioner of Education Part 185.8, made
or received on or after December 12, 2020, pursuant to Town Board
Resolution No. 448 of 2020, or in conjunction with the transaction
of official Town business on or after said date.
The records of Town Justices (e.g., casefiles, financials,
dockets, etc.) maintain by an active Justice and upon vacating the
Office of Town Justice become property of the Town Record Management
Officer (RMO).
The planning, controlling, directing, organizing, training,
promotion and other managerial activities involved in records creation,
records maintenance and use and records disposition, including records
preservation, records disposal and the records center or other storage
facilities.
The person appointed by the Town Board responsible for the
administering the records management program, including public access
to the records made under the State's Freedom of Information
Law (FOIL), subject to the provisions established by this chapter
and subsequent amendments thereto.
Making information in records available to any agency for
official use or to the public.
