Archives - Records Advisory Board

JRecords Advisory Board

The Records Advisory Board has nine members composed of County and City Clerks (or representative), Administrator (or representative)  from the Thomaston-Upson School System, the Chairman of the Archives Committee of the Upson Historical Society , and the Records Management Director (as an employee/non-voting member), and four at-large members with known experience in local history, genealogy, special collections, volunteer recruitment, and/or historical displays. The at-large members shall be initially elected by the following procedure: the Records Advisory Board of the Archives shall nominate three qualified persons to each governmental authority and the Upson Historical Society, and each body shall elect one person from that group of three to the Records Advisory Board.

The persons elected by the City Council and the County Commission shall be initially elected for a two year term, and the persons elected by the Thomaston-Upson County School Board and the Upson Historical Society shall be initially elected for a one year term. Thereafter all nominations shall be made only to fill expiring terms and unexpired terms created by vacancies due to resignation or death; and all terms shall be for two years.

All at-large members shall be eligible to succeed themselves for one additional term; and, thereafter, shall not be eligible for re-election until the expiration of one year. In the event a governmental authority or the Upson Historical Society shall reject all of the nominees submitted to them by the Records Advisory Board, additional nominees shall be made until agreement is reached and the election finalized. This nomination process shall occur during the last quarter of each calendar year.

The Board shall meet quarterly, or as needs arise, adopt a yearly budget, and respond to any pending administrative or personnel matters. Review of proposed records retention schedules will be based upon legal, fiscal, administrative and historical retention requirements. The City Clerk, the County  Clerk, and the administrator from the Thomaston-Upson School System shall have veto power over any decision of this Board relative to the records of their governmental body in matters not covered by law. All vetoes can be appealed to the involved governmental authority.