A.
Active records. The originating department has full custody (legal
and physical) over records still in active use.
B.
Inactive records. The originating department is the legal custodian
of its records and shall retain the power to retrieve and use records
deposited in inactive storage in the records center. The RMO will
have physical custody of inactive records and will determine the method
and design of storage.
C.
Archival records. Records transferred to or acquired by the archives
shall be under the full custody (legal and physical) of the archives,
as directed by the RMO, rather than the department which created or
held them immediately prior to being transferred to the archives.
(1)
Records shall be transferred to the archives upon the recommendation
of the RMO, with the approval of the head of the department which
had custody of the records.
(2)
Records may be removed (temporarily or permanently) from the archives
at the request of the RMO and the head of the department which had
custody of the records immediately prior to the transfer of those
records to the archives.
(3)
Electronic records may also be retained (temporarily or permanently)
in the files of Town departments after being removed from the archives
by the RMO for as long as the Department Head determines they are
needed.
