(A) (1) The City Secretary, and the successive holders of that office, shall serve as Records Management Officer for the city.
(2) As provided by state law, each successive holder of the office shall file his or her name with the Director and Librarian within 30 days of the initial designation or of taking up the office, as applicable.
(2012 Code, § 2-350)
(B) In addition to other duties assigned in this chapter or by law, the Records Management Officer shall:
(1) Administer the records management program and provide assistance to department heads in its implementation;
(2) Plan, formulate and prescribe records disposition policies, systems, standards and procedures;
(3) In cooperation with department heads, identify essential records and establish a disaster plan for each city office and department to ensure maximum availability of the records in order to reestablish operations quickly and with minimum disruption and expense;
(4) Develop procedures to ensure the permanent preservation of the historically valuable records of the city;
(5) Establish standards for filing and storage equipment and for recordkeeping supplies;
(6) Study the feasibility of and, if appropriate, establish a uniform filing system and a forms design and control system for the city;
(7) Monitor records retention schedules and administrative rules issued by the state’s Library and Archives Commission to determine if the records management program and the city’s records control schedules are in compliance with state regulations;
(8) Disseminate to the Council and department heads information concerning state laws and administrative rules relating to local government records;
(9) Ensure that the maintenance, preservation, microfilming, destruction or other disposition of the records of the city are carried out in accordance with the policies and procedures of the records management program and the requirements of state law;
(10) Maintain records on the volume of records destroyed under approved records control schedules or through records destruction authorization requests, the volume of records microfilmed or stored electronically and the estimated cost and space savings as the result of such disposal or disposition;
(11) Report annually to the Council on the implementation of the records management plan in each department of the city, including summaries of the statistical and fiscal data compiled under division (B)(10) above; and
(12) Bring to the attention of the Council non-compliance by department heads or other city personnel with the policies and procedures of the records management program or the Local Government Records Act (Tex. Local Government Code Ch. 201 et seq.).
(2012 Code, § 2-352)
Statutory reference:
Designation of Records Management Officer, see Tex. Local Government Code § 203.025
Duties of Records Management Officer, see Tex. Local Government Code § 203.023