N.Y. Comp. Codes R. & Regs. tit. 8 § 188.4

Current through Register Vol. 46, No. 25, June 18, 2024

Section 188.4 - Establishment of agency records management programs

(a) The head or governing body of each agency shall appoint or designate an agency records management officer, who is authorized to administer the agency's records management program, including liaison with the State Archives. The purpose of the agency records management program shall include but need not be limited to the following:

(1) promulgating records retention and disposition policies and ensuring compliance by all agency staff;

(2) ensuring that agency records are maintained and disposed in compliance with applicable sections of this Part;

(3) ensuring that the agency cooperates with the State Archives to identify, protect, and preserve archival records including those of the agency head and associated staff;

(4) establishing a process to prepare and annually review and update an agency records management plan, which contains objectives and target dates to achieve compliance with the applicable provision of this Part, including plans to complete or maintain inventories and records retention and disposition schedules and, as needed, to guide agency program offices in the application of sound records management practices;

(5) furnishing to the State Archives such reports as the director may request regarding agency records and records management programs and practices.

(b) On or before January 1, 1993, and thereafter when a change occurs, the head or governing body of each agency shall notify the director of the name and title of the person designated as the agency's records management officer.

N.Y. Comp. Codes R. & Regs. Tit. 8 § 188.4