New York Codes, Rules and Regulations
Title 8 - EDUCATION DEPARTMENT
Chapter II - Regulations of the Commissioner
Subchapter N - Public Records And Department Publications
Part 185 - Records Of Public Corporations
Section 185.2 - Designation and responsibilities of records management officers
Universal Citation: 8 NY Comp Codes Rules and Regs ยง 185.2
Current through Register Vol. 46, No. 12, March 20, 2024
(a) Designation of records management officer.
(1) Each local
government, except towns, villages and fire districts, shall designate one
local officer to be records management officer.
(2) The governing body of each local
government, except towns, villages, fire districts, shall notify the
commissioner of the name, title or position in the local government, and
contact information of the designated records management officer within one
month of such designation.
(3) Each
local government established, or notified by the commissioner that it
constitutes a local government (as defined in section 57.17, Arts and Cultural
Affairs Law), after April 30, 1989 shall designate a local officer as records
management officer within 60 days of its establishment, or after the
commissioner's notification. The governing body of each local government
established, or notified by the commissioner that it constitutes a local
government, after April 30, 1989 shall notify the commissioner of the name,
title or position in the local government, and contact information of the
designated records management officer within one month of such designation or
notification.
(4) Municipal housing
authorities and the Utica Transit Authority, the disposition and reproduction
of whose records are subject to sections
59 and
60 of the Public Housing Law and sections
68 and
69 of the Transportation Law respectively,
shall not be required to designate a records management officer pursuant to
this section.
(5) Bronx, Kings, New
York, Queens and Richmond Counties shall not be required to designate a records
management officer pursuant to this section.
(6) Community school districts located in New
York City shall not be required to designate a records management officer
pursuant to this section.
(7) The
governing body of each town, village or fire district, shall notify the
commissioner of the name and contact information of the town clerk, village
clerk or fire district secretary, respectively, within one month of that
person's taking office.
(b) Vacancy in the position of records management officer.
(1) Whenever a vacancy
shall occur in the position of records management officer, a replacement shall
be designated within 60 days.
(2)
Within one month of such designation, the governing body of each local
government shall notify the Commissioner of Education of the records management
officer's name, title or position in the local government and contact
information.
(c) Duties of the records management officer. The records management officer shall initiate, coordinate and promote the systematic management of the local government's records in consultation and cooperation with other local officers. Duties of the records management officer shall include, but need not be limited to the following:
(1) recommending and
guiding the development and application of records management practices for
local government employees;
(2)
coordinating the continuous disposition of obsolete records in accordance with
legal requirements through the adoption and use of records retention and
disposition schedules;
(3)
recommending to the commissioner suitable retention periods for any records not
covered by records retention and disposition schedules;
(4) coordinating the storage and management
of inactive records, those no longer needed for the conduct of the day-to-day
business of the local government;
(5) reviewing and making recommendations on
requests for records storage equipment;
(6) participating in the development of,
reviewing proposals for, or coordinating any micrographics or electronic
information systems; and
(7)
organizing or coordinating a program for the identification, administration and
use of records of enduring value.
Disclaimer: These regulations may not be the most recent version. New York may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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