The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
Department head means the officer who by ordinance, order, or administrative policy is in charge of an office of the city that creates or receives records.
Essential record means any record of the city necessary to the resumption or continuation of operations of the city in an emergency or disaster, to the re-creation of the legal and financial status of the city or the protection and fulfillment of obligations to the people of the state.
Permanent record means any record of the city for which the retention period on a records control schedule is given as permanent.
Records control schedule means a document prepared by or under the authority of the records management officer listing the records maintained by the city, their retention periods, and other records disposition information that the records management program may require.
Records management means the application of management techniques to the creation, use, maintenance, retention, preservation and disposal of records for the purposes of reducing the costs and improving the efficiency of record keeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports and correspondence, and the management of micro graphics and electronic and other records storage systems.
Records liaison officers means the persons designated under section 2-220.
Records management committee means the committee established in section 2-216.
Records management officer means the person designated in section 2-215.
Records management plan means the plan developed under section 2-218.
Retention period means the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
(Prior Code, § 1-126; Ord. of 11-27-1990)
State law reference(s)—Additional definitions, Texas Local Government Code § 201.003.