[HISTORY: Adopted by the Town Board of the Town of Orchard Park 4-1-1992.
Amendments noted where applicable.]
A.Â
The Town Clerk is designated as Records Management Officer
and shall be responsible for the records management program established by
this chapter and subsequent amendments thereto. Said officer will be responsible
for administering the noncurrent and archival public records and storage area
for the Town of Orchard Park in accordance with local, state and federal laws
and guidelines. Said officer shall also be responsible for overseeing microfilming
of town records according to recognized standards and specifications.
B.Â
The Town Clerk or designee of the Town Clerk shall have
all the necessary powers to carry out the efficient administration, determination
of value, use, preservation, storage and disposition of the noncurrent and
archival public records kept, filed or received by the offices and departments
of the Town of Orchard Park.
C.Â
The Records Management Officer shall:
(1)Â
Continually survey and examine public records to recommend
their classification so as to determine the most suitable methods to be used
for the maintaining, storing and servicing of archival material:
(a)Â
Obsolete and unnecessary records according to New York
State Records Retention and Disposition Schedules thereby subject to disposition;
(b)Â
Information containing administrative, legal, fiscal,
research, historical or educational value which warrant their permanent retention;
or
(c)Â
Records not subject to disposition according to state
law.
(2)Â
Establish guidelines for proper records management in
any department or agency of town government in accordance with local, state
and federal laws and guidelines.
(3)Â
Keep the Town Board informed on the powers and duties
herein mentioned, including but not limited to the cost/benefit ratio of programs
implemented by the Town Clerk or designee.
The Town Clerk shall have at his/her disposal a storage room at the
Orchard Park Municipal Center dedicated specifically for the storage, processing
and servicing of all noncurrent and archival records for all town departments
and agencies. The storage room shall be called the Orchard Park Records Center.
The Town Clerk or designee shall operate the Orchard Park Records Center.
The Town Clerk or designee of the Town Clerk shall be the sole official
designated in the public officer's certification for using Records Retention
and Disposition Schedules or its successor and shall be the sole officer with
authority over the disposition of town records, after receiving approval of
the respective town officer or department head who has custody of the records
of his/her respective office or department.
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
their continued preservation by the town.
Any documents, books, papers, photographs, sound recordings, microforms
or any other materials, regardless of physical form or characteristics made
or received pursuant to law or ordinance or in connection with the transaction
of official town business.
An establishment maintained by the Town of Orchard Park primarily
for the storage, servicing, security and processing of records which must
be preserved for varying periods of time and need not be retained in office
equipment or space.
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 records centers or other storage facilities.
Making information in records available to any town agency for official
use or to the public.
