(A) (1) The Records Management Officer, in cooperation with department heads, shall prepare records control schedules on a department-by-department basis, listing all records series created or received by the department and the retention period for each series. Records control schedules shall also
contain such other information regarding the disposition of municipal records as the records management plan may require.
(2) Each records control schedule shall be monitored and amended as needed by the Records Management Officer on a regular basis to ensure that it is in compliance with records retention schedules issued by the state and that it continues to reflect the recordkeeping procedures and needs of the department and records management program of the city.
(3) Before its adoption, a records control schedule or amended schedule for a department must be approved by the department head and the Council.
(4) Before its adoption, a records control schedule must be submitted to and accepted for filing by the Director and Librarian as provided by state law. If a schedule is not accepted for filing, the schedule shall be amended to make it acceptable for filing. The Records Management Officer shall submit the records control schedules to the Director and Librarian.
(2012 Code, § 2-354)
(B) (1) A records control schedule for a department that has been approved and adopted under division (A) above shall be implemented by department heads according to the policies and procedures of the records management plan.
(2) A record whose retention period has expired on a records control schedule shall be destroyed unless an open records request is pending on the record, the subject matter of the record is pertinent to a pending law suit or the department head requests in writing to the Records Management Officer that the record be retained for an additional period.
(3) Prior to the destruction of a record under an approved records control schedule, authorization for the destruction must be obtained by the Records Management Officer from the Council.
(2012 Code, § 2-355)
Statutory reference:
Records control schedules, see Tex. Local Government Code §§ 203.041 et seq.
Records retention schedules, see Tex. Government Code § 441.158
Retention periods, see Tex. Local Government Code § 203.042