§ 135-16. Definitions.

As used in the article, the following terms shall have the meanings indicated:

ARCHIVES

Those official records which have been determined by the Records Management Officer to have sufficient historical or other value to warrant their continued preservation by the Village.

INACTIVE RECORDS STORAGE AREA

An establishment maintained by the Village primarily for the storage, servicing, security and processing of records which must be preserved for varying periods of time and need not be retained in active office space and equipment.

RECORDS

Any documents, books, papers, photographs, sound recordings, microfilm, or any other materials, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official Village business.

RECORDS DISPOSITION

A. 

The removal by the Village, in accordance with approved records control schedules, of records no longer necessary for the conduct of business by such agency through removal methods which may include:

(1) 

The disposal of temporary records by destruction or donation; or

(2) 

The transfer of records to the inactive records storage area for temporary storage of inactive records and permanent storage of records determined to have historical or other sufficient value warranting continued preservation.

B. 

The transfer of records from one Village Department to any other Village Department.

RECORDS MANAGEMENT

The planning, controlling, directing, organizing, training, promotion and other managerial activities involved in records maintenance, use and disposition, including records preservation, disposal, records centers or other storage facilities.

SERVICING

Making information in records available to any Village department for official use or to the public.