Narrative of Resolution:
title
To authorize digital or electronic copies of records to be the Official Copy of Record in Sullivan County
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RESOLUTION INTRODUCED BY THE GOVERNMENT SERVICES COMMITTEE TO AUTHORIZE DIGITAL OR ELECTRONIC COPIES OF RECORDS TO BE THE OFFICIAL COPY OF RECORD IN SULLIVAN COUNTY
WHEREAS, the Sullivan County Clerk, in the capacity of Records Management Officer for the county, as designated by the New York State Department of Education - State Archives, requests to authorize digitally created or digitally converted records as the official copy of record and maintain such records in digital format for the legally prescribed retention period of the record; and
WHEREAS, more departments are moving toward the scanning of electronic filing of documents, however paper copies are also being kept of these records which results in the redundant storage of documents, taking up limited space both on our networks and physical space in our record storage areas; and
WHEREAS, the Sullivan County records storage areas are near or over capacity in its records storage and hosts a less than ideal environment for preservation of paper records due to concerns with temperature, humidity, flooding and pest control;
NOW, THEREFORE, BE IT RESOLVED, that the Sullivan County Legislature hereby approves the Resolution to authorize all digitally created or digitally converted records as the official copy of the record and such records be maintained in digital format for the legally prescribed retention period of the record. Sullivan County shall maintain all digital records adhering to the guidelines set forth in the Regulations of the Commissioner of Education, Part 185.8, section 57.29 of the Arts and ...
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