Records Management | Policy 5670

Section 1. Department, Officer.

There shall be a records management program established under the aegis of the Superintendent of Schools and headed by a Records Management Officer (RMO). The Officer will be responsible for administering the non-current and archival public records and storage areas for the District in accordance with local, state and federal laws and guidelines.

Section 2. Powers and Duties.

The officer shall have all the necessary powers to carry out the efficient administration, determination of value, use, preservation, storage and disposition of the non-current and archival public records kept, filed or received by the offices of the District.

(A) The Records Management Officer shall continually survey and examine public records to recommend their classification so as to determine the most suitable methods to be used for the maintaining, storing and servicing of archival material:
(1) Obsolete and unnecessary records according to New York State Records Retention and Disposition Schedules thereby subject to disposition; or
(2) Information containing administrative, legal, fiscal, research historical or educational value which warrant their permanent retention; or
(3) Records not subject to disposition according to State Law.
(B) Establish guidelines for proper records management in any office of the District in accordance with local, state and federal laws and guidelines.
(C) Report annually to the Superintendent on the powers and duties herein mentioned.
(D) The officer shall operate a Records Management Storage Area for the storage, processing and servicing of all non-current and archival records for all District offices.

(E) The officer shall perform the following functions:
(1) Advise and assist District offices in reviewing and selecting material to be transferred to the Storage Area for preservation.
(2) Continually survey and examine public records to determine the most suitable methods to be used for the creating, maintaining, storing, and servicing of archival material.
(3) Establish and maintain an adequate repository for the proper storage, conservation, processing, and servicing of archival records.
(4) Promulgate rules governing public access to and use of records in the archives, subject to the approval of the Superintendent of Schools.
(5) Develop a confidentiality policy for archival records designated confidential, providing such policy does not conflict with any Federal or State statutes.
(6) Provide information services to other District offices.

Section 3. Custody.

(A) A District Office is the legal custodian of its records and shall retain custody of records deposited in the Storage Area. Records transferred to the Storage Area shall be under the custody and control of the RMO rather than the office which created or held them immediately prior to being transferred to the Storage Area.
(B) Records shall be transferred to the Storage Area upon the recommendation of the RMO, with the approval of the head of the office which has custody of the records.
(C) Records may be permanently removed from the Storage Area at the request of the RMO or the head of the office which had custody of the records immediately prior to the transfer of those records to the Storage Area.

Section 4. Disposal of Records.

No records shall be destroyed or otherwise disposed of by an office of the District unless approval has been obtained from the Records Management Officer. No records shall be destroyed or otherwise disposed of by the Records Management Officer without the express written consent of the head of the office having authority.