3.2 3.2
Electronic Records as Official Record—3-4-19
RESOLUTION ACCEPTING AND ADOPTING ELECTRONIC RECORDS
AS TOWN OF QUEENSBURY'S FORM OF RECORDKEEPING FOR
TEMPORARY AND PERMANENTLY RETAINED RECORDS
RESOLUTION NO.: 12019
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Queensbury Town Board finds that public records are essential to the
administration of local government and can be retained either on paper or electronically, and
WHEREAS, the provisions of New York State Arts and Cultural Law Article 57-A and
the MU-1 Records Retention and Disposition Schedule set forth requirements for the
maintenance of local government records and the minimum length of time that a municipality
must retain its records, and
WHEREAS, in compliance with the provisions of State Law, the Town of Queensbury
now retains a very large number of paper records from its various Town departments, and
WHEREAS, the Town has the ability to reliably create and maintain electronic records
and also anticipates that in the future, all of its records will be converted to and maintained as
electronic records, and
WHEREAS, the Town Board wishes to accept and adopt electronic records as one of the
Town's form of recordkeeping for all Town records effective as of March 5, 2019, and
WHEREAS, the Town Clerk has the ability to deem any electronic record of the Town's
as the official copy,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby accepts and adopts electronic
records as one of the Town of Queensbury's form of recordkeeping for both temporary and
permanently retained records effective March 5, 2019, and
BE IT FURTHER,
RESOLVED, that Town records prior to such effective date may be converted to
electronics format or shall continue to be in their current paper format, and
BE IT FURTHER,
RESOLVED, that the Town of Queensbury will at all times maintain and store complete
backups of these electronic records, at least one of which shall be at an off-site location, which
shall be determined from time to time by the Information Technology Department, and
BE IT FURTHER,
RESOLVED, that the Town Clerk/Town Records Access Officer shall be authorized to
work with its Information Technology representatives to adopt policies and procedures consistent
with this Resolution and with New York State Arts & Cultural Affairs Laws and Regulations
(including 8 NYCRR 185.7(f) and 185.8), which, among other things, shall ensure that the Town's
electronic records shall ensure that electronic records are not rendered unusable because of changing
technology, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor,
Town Clerk/Town Records Access Officer, Town Counsel and/or Town Budget Officer to take
such other and further actions as may be necessary to effectuate the terms of this Resolution.
Duly adopted this 4 h day of March, 2019, by the following vote:
AYES
NOES
ABSENT :