RESOLUTION NO. 7 0 8 - 9 0
UPDATING RECORDS MANAGEMENT PROGRAM POLICY STATEMENT
IN ACCORDANCE WITH COMMISSIONER OF EDUCATION REGULATIONS
WHEREAS, The County has previously established a records management program
(Resolution No. 606-85) which was not specifically updated and superseded by Local
Law No. 3-1990; and
WHEREAS, Pursuant to Section 57.35 of the New York State Arts Cultural Affairs
Law and 8NYCRR (Regulations of the Commissioner of Education, Section 185.10), a local
government shall have developed a policy statement that has been approved by the
governing body of the local government, and that provides for the implementation of
a records management program; and
WHEREAS, The County wishes to update its resolution regarding its records
management program to better reflect the changes in the State law upon the
recommendation of officials at the State Archives and Records Administration and other
local governments; and
WHEREAS, The Records Advisory Board and Government Operations and Improved
Methods Committee have reviewed and recommend approval of this resolution; now,
therefore, be it
Section 1: Department, Officer: There shall be a records management program
established under the aegis of the Board of Supervisors, administered under the
Department of Records, Archives, and Information Management Services and headed
by the Records Management Officer.
Section 2: Policy Statement: The mission of the Ontario County Records Management
Program is to:
A. Ensure the periodic, systematic, and legal disposition of records,
discouraging the creation of unnecessary records and encouraging the creation
of records that contain accurate, complete, and usable information.
B. Ensure that information is recorded and maintained as efficiently
as possible and to identify, arrange, describe, preserve, and encourage
the use of records with enduring value for historical or other research.
C. Provide information quickly and easily when needed and expand the
awareness by government officials and the general public of record
management services, policies and procedures, and the availability of
unrestricted collections for research.
D. Enforce measures that safeguard an individual's right to privacy and
ensure the proper protection and preservation of records of enduring value
and of records vital to the continuing and orderly functioning of
Section 3: Powers and Duties: The Records Management Officer shall
implement the County's records management program subject to advice from the
County Records Advisory Board and shall have all the necessary powers to carry out
the efficient administration, determination of value, use, preservation, format, storage,
and disposition of the non-current, vital, and archival public records kept, filed, or
received by the officers and departments of the county.
Section 4: Definitions: As used in this resolution:
A. Records Management Program means an ongoing, coordinated,
administrative effort to systematically manage a local government's records
from initial creation to final disposition. A records management program
includes, but is not limited to, the legal disposition of obsolete records; the
identification and administration of and access to records of enduring-value;
filing and indexing systems; the use of computer or other technoly in
information creation, manipulation and storage; the storage and management
of inactive records no longer needed for the conduct of day-to-day business
in the office; the microfilming of records; the oversight of the creation and
use of forms, correspondence, and other records; and the provision for
protecting vital records.
B. Records Management Officer means the local officer charged with the
responsibility to develop and coordinate the local records management
program in accordance with Section 57.19 of the Arts and Cultural Affairs
C. Records mean any documents, books, papers, photographs,
drawings, maps, 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
D. Records of enduring value (archival records) mean those records
worthy of permanent retention and special administration because of the
importance of the information they contain for continuing administrative,
legal, or fiscal purposes, or for historical or other research.
E. Vital records mean those records of a local government that are
essential to its continuing operation. Vital records is not used in this context
to mean official birth, death, or marriage records which are State records
and duplicate those held by the State.
F. Records disposition means: The removal by the County, in accordance
with approved records control schedules, of records no longer necessary for
the conduct of day-to-day business by such agency through removal
methods which may include:
(1) the disposal of temporary records by donation or destruction;
(2) the transfer of records to the Department of Records, Archives,
and Information Management Services for temporary storage of inactive
records and permanent storage of records determined to have historical or
other sufficient value warranting continued preservation;
G. Servicing means making information in records available to any county
agency for official use or to the public.
Section 5: Effective Date: This resolution shall take effect immediately.
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