Records Management Services may provide an agency a sample Public Notice, but no standard language is required, so long as the necessary information is conveyed to the public. Publication and posting shall be conducted according to the common practice of the agency for similar public notices of meetings, etc. where the public would expect to find such notices (i.e., bulletin boards, publication in legal notices in the local newspaper(s), or calendars of events).
A sample Public Notice and a statement that posting and publication of such a public notice must be made once the agency is notified their application has been successfully completed.
Upon publication of the public notice, the requesting agency shall send the link to their public notice as it appears on the New Jersey Public Notices page maintained by the New Jersey Press Association or secure a dated and signed affidavit of publication by a qualified newspaper or send a notarized Declaration of Posting/Publication of Public Notice. We request that a dated and signed copy of the certification of publication by a qualified newspaper or a notarized Declaration of Posting/Publication of Public Notice be sent via fax and mail to:
Sharon Allen, SRC Administrative Coordinator
Department of Treasury
Records Management Services
PO Box 661
Trenton, NJ 08625-0661
Phone: 609.530.3207 Fax: 609.530.3473
Copies of this document shall be kept in the Records Management Services master file.
Public Notice Example
TAKE NOTICE the [Type AGENCY'S NAME here] of the State of New Jersey has received notification from Records Management Services of the Department of Treasury of the State of New Jersey that a review and evaluation of the image processing system currently in use for [Type RECORD TYPE(S) here] records maintained in the office(s) of [Type AGENCY'S or SUB-AGENCY'S NAME here] has been completed and an application for registration of said image processing system for the keeping of public records has been submitted, per P.L.1994, c.140 and N.J.A.C. 15:3-4 and 5.
Copies of the completed application are available for viewing and examination by the public at the offices of the [Type AGENCY'S or SUB-AGENCY'S NAME here], located at [Type AGENCY'S or SUB-AGENCY'S ADDRESS here], during regular business hours, Monday through Friday (excluding State holidays) between [Type AGENCY'S or SUB-AGENCY'S BEGINNING BUSINESS HOUR here] and [Type AGENCY'S or SUB-AGENCY'S ENDING BUSINESS HOUR here].