HomeMy WebLinkAboutRMAB Minutes 2022-01-01
RMAB
Agenda & Memo
Wednesday, June 29, 2022
https://us06web.zoom.us/j/5664892655
1. Update on scanning by intern/youth and goal for the Summer/Fall
2. Effects of Videoconferencing law on RM
1. Intern or Project Assistant for scanning
The Youth Employment Services program had many requests from Employers and the Planning
Department and Public Works were each assigned one employee.
Unfortunately, the one assigned to Planning backed out at the last minute and we do not believe
there will be a replacement. I will be working with Public Works and their person.
In talking to Judy for staffing plans for 2023, we are asking for a project assistant to scan,
template and archive permanent records and drawings in Laserfische. Having an adult will
decrease the time involved in training, oversight and constant verification of efforts I have
experienced with the last two aides from Challenge and/or YES.
I hope, with the rollout of Open Gov and the new Website to be able to refocus on records
management.
Comments from meeting – What are the next documents or departments you are focusing
on? Planning and Engineering are the next two as they are the ones with the largest remaining
paper files. Abbey has started working through some and the Engineering Intern last year began
making workflows which are used today.
2. State and Town Videoconferencing law reference:
a. Each meeting where virtual attendance occurs shall be recorded and such recording
must be posted or linked on the Town’s website within 5 business days of the
meeting and such recording must remain posted or linked for no less than 5 years,
and
Associated LGS1 schedule –
The Town uses YouTubeLive and links from our website. The Town Board has discussed a
permanent retention of these.
YouTubeLive does not delete these, ever, so there is a permanent retention under the assumption
that it exists forever. I think we are safe to assume that for the foreseeable future it will be
around.
Because the LGS 1 retention is 4 months and it does not address the video recordings of this
type, the RMAB should make a recommendation to the Town Board to add an exception to the
Town’s Records Management Policy, Exceptions Listing to state this.
Comment from meeting – Why go permanent and tie us down to that, instead of the 5
years as required by the NYS law?
There had been some interest in the past for keeping them permanently; the LGS does say that
any extension/variation of the established retention should be reviewed every 5 years for
usefulness; recommend that.
Similarly,
The Town has historically kept petitions for service permanently.
I have found this to be useful when duplicate requests are made as residents come and go.
Because we have unlimited storage on LaserFische, my suggestion is to add this retention of
permanent to the Records Management Policy – Exceptions List.