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(Resolution No. 606-85) which was not specifically updated and superseded by Local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
    RESOLVED:
     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
    government.
          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
    Law.
         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
    county business.
         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;
    or
          (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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