US Laws, Codes, Statutes & Cases

 
    § 3011. Definitions. As used in this chapter 1. "Archives" means those
  official  records  which  have been determined by the department to have
  sufficient  historical  or  other  value  to  warrant  their   continued
  preservation by the city;
    2.  "Records"  means  any documents, books, papers, photographs, sound
  recordings,  machine  readable  materials  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  city  business.  Library and museum materials made or acquired
  and preserved solely for reference or exhibition purposes, extra  copies
  of  documents  preserved only for convenience of reference and stocks of
  publications are not included within the definition of records  as  used
  in this chapter;
    3.  "Records  management"  means the planning, controlling, directing,
  organizing, training, promoting and other managerial activities involved
  in  records  creation,  records  maintenance   and   use   and   records
  disposition,   including   but   not   limited  to,  the  management  of
  correspondence, forms, directives, reports,  machine  readable  records,
  microfilms  information retrieval, files, mail, vital records, equipment
  and supplies, office copiers, word processing and source data automation
  techniques, records preservation, records disposal and  records  centers
  or other storage facilities;
    4.  "Records  management  practices"  means  any  system, procedure or
  technique followed with respect to effective records  creation,  records
  maintenance and use and records disposition;
    5.  "Records  disposition"  means: a. The removal by a city agency, in
  accordance with approved records  retention  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;
    (2) the transfer of records to the department, and
    (3) the transfer to the  department  of  records  determined  to  have
  historical  or  other sufficient value to warrant continued preservation
  and
    b. the transfer of records from one city  agency  to  any  other  city
  agency;
    6.  "Records  creation"  means  any  process involved in producing any
  recorded information necessary to conduct the business of a city agency;
    7. "Records management division" means an establishment maintained  by
  the  department  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 office equipment or space and
    8.  "Servicing"  means  making information in records available to any
  city agency for official use or to the public.
    9. "Private entity" means a for-profit or not-for-profit  corporation,
  or  non-governmental  organization,  but  shall not include the City and
  State Universities of New York, public libraries, including the New York
  Public Library, and any college or university in the city.