New York Codes, Rules and Regulations
Title 9 - EXECUTIVE DEPARTMENT
Subtitle A - Governor's Office
Chapter I - Executive Orders
Part 4 - Executive Orders (Mario M. Cuomo)
Section 4.74 - Executive order no. 74: establishing a state records management council

Universal Citation: 9 NY Comp Codes Rules and Regs ยง 4.74

Current through Register Vol. 46, No. 39, September 25, 2024

WHEREAS, the Executive Branch of State government has undertaken a large-scale effort to simplify forms and to reduce the amount of paper work which State government requires of business and the public; and

WHEREAS, the creation, processing, storage, maintenance and retrieval of State records must be accomplished effectively and efficiently, without imposing unnecessary burdens upon the State, its citizens, businesses and local governments; and

WHEREAS, use of modern information management systems can decrease duplication, increase productivity, improve services while reducing paper-work burdens and assure proper preservation of records having archival value; and

WHEREAS, a sustained program of improvement in the management of the State's information resources requires top management support, close coordination among agencies, and systematic planning;

NOW, THEREFORE, I, Mario M. Cuomo, Governor of the State of New York, by virtue of the authority vested in me by the Constitution and laws of the State of New York, do hereby establish a State Records Management Council to be chaired by my Special Assistant for Management and Productivity.

I. Powers and Duties of the Council

The council shall advise the Governor on the policies and management actions needed to improve the overall condition of records management in State agencies, reduce the unnecessary paper-work burdens State agencies may require from citizens, businesses and local governments, and aid in the identification, preservation and accessibility of the State's historical records. In fulfilling this responsibility, the council shall:

1. Develop, implement and monitor a plan for improving records management in all State agencies which is consistent with the provisions of section 186 of the State Finance Law and other statutes governing the records of the State.

2. Coordinate and monitor the expansion of the Governor' s Forms Simplification/Reduction Project to all State agencies.

3. Coordinate the development of records and information management and paper-work reduction legislative proposals.

4. Provide the necessary training to agency records managers and support staff to improve records management systems in all State agencies.

5. Meet with members of business, governmental and any other appropriate associations or organizations to ensure direct input from those most often affected by State records requirements.

6. Undertake such studies and programs as may be necessary to provide economical storage and preservation of records.

7. Establish programs in each State agency to review current records retention and disposition schedules, to create such schedules for all records systems for which they do not now exist, and to require prompt preparation of schedules for new records systems as they are created. This applies to records in electronic and other machine-readable forms, as well as to paper records.

8. Ensure agency cooperation with the State Archives through appropriate agency administration of records designated as archival, and through transfer of such records to the Archives as soon as they have no essential administrative value to the agency.

II. Membership

The State Records Management Council shall be comprised of the Special Assistant to the Governor for Management and Productivity, who shall serve as chairman, the Commissioner of General Services, who shall serve as vice chairman, the Director of the Budget, the Commissioner of Education, the Commissioner of Commerce, the Director of the Governor's Office of Employee Relations, and the Director of the Office of Business Permits and Regulatory Assistance.

The council shall meet at the direction of the chairman and shall report to the Governor annually on its accomplishments.

III. Assistance of Other Agencies

The chairman of the council may request from any department, division, board, bureau, commission or other agency of the State, or from any public corporation, such assistance, services and data he deems necessary to properly carry out the duties of the council.

The chairman of the council shall consult with agency heads, the Law Revision Commission, the Committee on Open Government, the Historical Records Advisory Board, the Interagency Small Business Task Force Subcommittee on Paperwork Reduction, and other elected or appointed officials as needed, concerning the council's efforts to improve the condition of records management in the State.

IV. Responsibilities of Agency Heads

Every State agency head shall:

1. Inform key managers of the importance of this project and designate an individual as records manager who shall have direct access to the agency head and who can command the cooperation of both administrative and program staffs.

2. Assign such staff to the council and to records management improvement projects as may be necessary to assure compliance with this Order and the priorities established by the council.

3. Ensure that agency records managers and other appropriate staff actively participate in records management training programs.

4. Comply with schedules established by the council for systems improvement and submission of progress reports.

Signed: Mario M. CuomoDated: September 12, 1985

[FN*] [Revoked by Executive Order No. 29 (George E. Pataki), infra.]

[FN[DAGGER]] [Revoked by Executive Order No. 5 (Eliot Spitzer), infra.]

[Revoked by Executive Order No. 9 (David A. Paterson), infra.]

[Revoked by Executive Order No. 2 (Andrew M. Cuomo), infra.]

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