§ 77-13. Powers and duties of Officer.

A. 

The Records Management Officer shall have all the necessary powers deemed appropriate by the Town Supervisor to carry out the efficient administration, determination of value, use, preservation, storage and disposition of the public records kept, filed or received by the officers and departments of the Town of North Castle.

B. 

The Records Management Officer shall continually survey and examine public records to recommend their classification so as to determine the most suitable method to be used for the maintaining, storing and servicing of the following:

(1) 

Obsolete and unnecessary records, according to the New York State retention and disposition schedules, thereby subject to disposition;

(2) 

Information containing administrative, legal, fiscal, research, historical or educational value which warrants their permanent retention; or

(3) 

Records not subject to disposition according to state law.

C. 

The Records Management Officer shall establish guidelines for proper records management in any department of the Town government in accordance with local, state and federal laws and guidelines.

D. 

The Records Management Officer shall report as needed to the Town Supervisor and the Town Board on the powers and duties herein mentioned, including but not limited to the development and progress of programs to date and planned activities for subsequent years.

E. 

The Records Management Officer shall operate a central records management storage facility for storage, processing and servicing of all Town records for all Town departments and agencies.

F. 

Additional responsibilities of the Records Management Officer include, but are not limited to:

(1) 

The development of a comprehensive records management program.

(2) 

The encouragement and coordination of the continuous legal destruction of obsolete records through the adoption and use of the State Archive record retention and distribution schedules.

(3) 

The development and a suitable retention period for records not covered by the State Archive records retention and disposition schedules.

(4) 

The assistance to each department for the establishment of a records management system to support the overall Town records management program.

(5) 

The setting up and overseeing of a center for the storage of inactive records.

(6) 

The coordinating and carrying out or participating in the planning for development of advanced records management systems and equipment.

(7) 

The preparation of special and annual reports for the Town Supervisor and the Town Board on records management program progress, cost savings and cost avoidance problems and additional issues.