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HomeMy WebLinkAboutRMAB Minutes 2016-01-01RMAB Thursday, September 15th, 2016 8 am Agenda 1.Presentation on Records Management Programs now 2.Going Digital - Resolution to change the RM Policy 3.Record Series List - Resolution to accept the SARA MUI Schedule as our Record Series List 4.Schedule next meeting TOWN OF ITHACA RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT OFFICER AND PROGRAM Pursuant to Article 57-A of the Arts and Cultural Affairs Law of the State of New York there shall be a records management program established under the jurisdiction of the Ithaca Town Clerk as Records Management Officer (RMO). The Town Clerk or his/her designee is hereby given the responsibility and authority to assist departments,boards,and committees in the management and maintenance of active,inactive,and archival public records of the Town of Ithaca, and their storage areas in accordance with local, state, and federal laws and guidelines. General Policy Statement: It is the Policy of the Town of Ithaca to adhere to the State Archives and Records Administration's published State Records Retention and Disposition Schedule known as the SARA MU-I Schedule.Digital records,when existing,are the official record of the Town and will supersede any remaining physical record. POWERS AND DUTIES The Records Management Officer, in conjunction with the Records Management Advisory Board (RMAB),shall assist in the efficient administration,determination of value, use,preservation, storage,and disposition of the public records kept, filed or received by the offices,departments, boards,and committees of the Town of Ithaca.The RMO shall: 1)Assist departments,boards,and committees in the continual survey and examination of public records for classification to determine the most suitable methods to be used for the maintaining, storing,and servicing of: a)Obsolete and unnecessary records that are subject to disposition according to New York State Records Retention and Disposition Schedules (MUl Schedule). b)Records containing administrative,legal, fiscal,research,historical or educational value that warrants their permanent retention. c)Records not subject to disposition according to the MUl Schedule: i)The MU-1 Schedule allows for the extension of retention schedules and the setting of new record series retention schedules provided they are reviewed,approved,recorded and evaluated periodically by the Records Management Advisory Board and/or the Town Board when applicable. 2)Record and conduct periodic review of instances where the MU1 Schedule retention periods are extended for relevance and efficiency. 3)Advise and assist Town departments,boards,and committees in the establishment of guidelines for proper records management in accordance with local, state, and federal laws and guidelines. 1)Advise and assist Town departments,boards,and committees in reviewing and solocting material to be presented for archival storage.Redundant when ""advise"is added above 5) Assist Town departments, boards, and committees in the storage, processing, and servicing of all inactive and archival records. 6) Assist all Town departments, boards, and committees in tho dovolopment of Records Management Procedures Manual outlining a records management system for each, and 7) Assist in the education and training opportunities for all Town employees in proper records management as defined by law. RECORDS MANAGEMENT ADVISORY BOARD The Records Management Advisory Board will work with and provide advice to the RMO. 1)The Board will meet at least twice yearly to: a) Provide advice to the RMO on the development and review of the records management program. b) Review the performance of the policy and associated procedures and propose changes and improvements when necessary. c) Review retention periods proposed by the RMO for new record series, for records not covered by the MUl Schedule,and for requests to extend retention periods. d) Review the listing of record series to identify those which should be archival. 2)The RMAB shall consist of: • the Town Clerk (RMO) • two Town Board members, one of which shall be the Town Supervisor and an additional Town Board member appointed by the Supervisor • the Town Network and Records Specialist •the Town Historian • support staff of the Planning, Zoning, Public Works Departments as needed. CUSTODY All records of the Town of Ithaca are considered to be owned by the Town of Ithaca as an entity regardless of what department or person originally created, received, or physically possesses them. Records are maintained by the town personnel for the benefit of the public and all levels of government.Digital records,when existing,are the official record of the Town. 1) The RMO is the official custodian of all Town records and the person ultimately responsible for all archival records. 2) Original physical records should not be removed from the premises without the consent of the RMO an^or the RMAB. 3) The RMO shall provide oach dopartmont and board with accoss to a copy of the MUl Schedule, and other relevant state archives schcdulos.Obsolete statement -online. 4) Any new record series not listed in the MUl Schedule for disposition on a continual basis requires authorization for disposition by the RMAB as well as the Town Board DEFINITIONS 1)Archives:those official records that have been determined by the MU-1 Schedule,the Records Management Officer, the Records Management Advisory Board, or the Town Board to have sufficient historical or other value to warrant their continued preservation by the Town of Ithaca. 2) Records: any documents,books, papers,photographs,sound recording,microfilms,or any other materials,regardless of physical form or characteristics,made,produced,executed or received, pursuant to law or ordinance or in connection with the transaction of official Town of Ithaca business.Records do not include library materials,extra copies of documents created only for convenience,and stocks of publications. 3) Records Management: the planning, controlling, directing, organizing, training, promotion, and other managerial use and records disposition,including,records preservation,records disposal, and records center or other storage facilities or preservation medium. 4) Records Disposition:the removal by the Town of Ithaca, in accordance with the SARA MU-1 Schedule,of records no longer necessary for conducting of business by such agency. 5) Records Management Center: a location maintained for the storage,servicing,security, and processing of records that must be preserved for varying periods of time and need not be retained in office equipment or space. This includes preservation mediums such as digital and cloud based storage such as Laserfische. 6)Servicing:making information in records available to an agency for official use or to the public. Local Government Records Law ARTICLE 57-A,ARTS &CULTURAL AFFAIRS LAW §57.29.Reproduction of records and disposition of the originals. Any local officer may reproduce any record in his custody by microphotography or other means that accurately and completely reproduces all the information in the record.Such official may then dispose of the original record even though it has not met the prescribed minimum legal retention period,provided that the process for reproduction and the provisions made for preserving and examining the copy meet requirements established by the commissioner of education.Such copy shall be deemed to be an original record for all purposes,including introduction as evidence in proceedings before all courts and administrative agencies. Forward to TB for consideration A)Adopt revised Records Management Policy Whereas the RMAB has reviewed the existing policy and recommends changes to better suit our current practices using digital records storage and access programs,now therefore be it Resolved that the Town Board of the Town of Ithaca adopts the revised Records Management Policy to reflect the change to digital records as the Town's official copy. B)Adopt Record Series List Whereas NYS Law requires the posting of a Record Series List held by the Town and the NYS Association of Towns has determined that the Record Series List can be the NYS SARA MUl Schedule and the RMAB has reviewed the request to have the MUl Schedule as the official list of record series held by the Town,now therefore be it Resolved that the Town Board of the Town of Ithaca approves the NYS MUl Schedule as the Town's Record Series List and orders the Town Clerk to post it on the Town website as required by law. RMAB Friday, March 22, 2016 8 am Agenda/Memo 1. Update on Laserfische What is it? Big repository or filing cabinet combines all leg drives in one spot and can do much more. Will interface with Municity to show what documents or history is available on a certain property. Deb D taking over lead Fiber Connection by next year Will greatly enhance the speed and capabilities 2. Next Shared Service Grant is scanning maps and large drawings Preparation/Plan of Attack Organize Drawings Combine by property where applicable Common/Large properties in same area Verify and list location in physical boxes and in Municity Storage Space in Archives – this made me notice more space is needed SOON If something is going to be pulled and looked at, it is the map or drawing associated with a permit; although we are getting electronic ones also. For now, that is the most pulled item. 3. Official Copy as electronic -- Make more room – Most used format anyway Record Series Board and Committee Minutes No one ever wants the hard copy. Staff sometimes, but that is a mindset change Start with ??? Town Board Planning Board Zoning Board COC Planning Committee Conservation Board ???? Record Series – Building Permits – Trial 001- 4500 *on Laserfische These are the ones where very little information was taken but they take up two bays in Archives. Suggestion: Move to inactive for a test period of 3 years; if no one needs to pull them; move to the TC Bunker or dispose. Re-Evaluate with the possible scenario of keeping new builds and major renovations which are associated with drawings or plans. Otherwise, the scanned copy should be just as easy to “review”. All others will be electronic only.