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).
The Imaging Certification Unit will notify an agency when their application for certification has been recommended for certification and the scheduled time and place for the public meeting of the State Records Committee when the application will be considered for approval. A sample Public Notice and a statement that posting and publication of such a public notice must be made 23 working days before the scheduled meeting of the relevant State Records Committee shall be included with the formal notification from Records Management Services. The Imaging Certification Unit shall notify the Secretary of the State Records Committee and/or the Records Analyst or other designee of the Secretary of the scheduled appearance of the agency and their vendor(s).
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 http://www.publicnoticeads.com/nj/ 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, prior to the "Last Possible Date to Notify SRC," via fax and mail to:
Kathy Cornell, 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 and the records of the State Records Committee meeting .
If an agency fails to publish the required Public Notice 23 working days or more before the scheduled meeting of the Committee or to provide adequate proof of such publication before the agenda for the meeting of the State Records Committee is posted, the application will be withdrawn from the agenda and rescheduled for the next available public meeting of the State Records Committee. It shall be the responsibility of the agency to publish the required Public Notice 23 working days before the relevant public meeting of the State Records Committee and to provide adequate documentation of such publication. The State Records Committee cannot approve the certification unless an agency fulfills this requirement.
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 certification 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, for approval by the State Records Committee, as established under N.J.S.A. 47:3-20.
Per N.J.A.C. 15:3-5.4, stakeholders and other members of the public have 23 working days to register written comments with the State Records Committee before consideration of the aforementioned application at the next regularly scheduled public meeting of the Committee to be held at the Library for the Blind and Handicapped and State Records Storage Center, 2300 Stuyvesant Avenue, Ewing Township, Trenton, New Jersey on Thursday, the [Type DATE here] of [Type MONTH here], [Type YEAR here], beginning at 10:00 a.m.
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].
Written comments should be mailed to:
State Records Committee
P.O. Box 661
Trenton, New Jersey 08625-0661
Delivered to the same at the :
State Records Storage Center
2300 Stuyvesant Avenue
Trenton, New Jersey 08625.