In addition to other duties assigned by this chapter and state law, the records management officer shall:
(1) administer the city’s records management program under the direction of the city secretary and provide advice and assistance to department directors in its implementation;
(2) recommend and prepare for approval by the records management policy committee requirements, policies, and procedures for the city’s records management program;
(3) review, approve, and submit for the approval of the records management policy committee and the city council records retention and disposition schedules for all departments in accordance with Section 39C-14 of this chapter;
(4) in cooperation with department directors, identify essential records and establish a records disaster and recovery plan for each department to ensure maximum availability of the records in order to re- establish operations quickly and with minimum disruption and expense;
(5) monitor records retention schedules and administrative rules issued by the Texas State Library and Archives Commission to determine if the records management program and the city’s records retention and disposition schedules are in compliance with state regulations;
(6) disseminate to the city council, the department directors, and the records management policy committee information concerning state laws and administrative rules relating to city records;
(7) instruct records liaison officers and other personnel in records management program policies and procedures;
(8) direct records liaison officers and other personnel in the conduct of records inventories in preparation for the development of records retention and disposition schedules as required by the records management program, this chapter, and state law;
(9) ensure that the creation, maintenance, preservation, microfilming, electronic storage, destruction, and other disposition of city records is carried out in accordance with the requirements, policies, and procedures of the records management program, this chapter, and state law;
(10) file in accordance with state law a written certification of compliance with the director and librarian of the Texas State Library and Archives Commission stating that the city has adopted a records retention and disposition schedule or an amended schedule that meets minimum requirements adopted by the Texas State Library and Archives Commission, in lieu of filing the records retention and disposition schedule or amended schedule with the director and librarian;
(11) report annually to the city council on records management program accomplishments, issues, and compliance status;
(12) bring to the attention of the records management policy committee, the city manager, and the city council any noncompliance by a department director or other personnel with the requirements, policies, and procedures of the records management program, this chapter, or state law;
(13) certify compliance of the city’s electronic recordkeeping systems to the director and librarian of the Texas State Library and Archives Commission as required by state law;
(14) develop, and submit for approval by the records management policy committee, procedures to ensure the permanent preservation of the historically valuable records of the city;
(15) conduct periodic reviews of departmental recordkeeping practices and records retention and disposition schedules to ensure that the schedules are kept current;
(16) provide uniform standards and efficient controls over the creation, identification, appraisal, maintenance, protection, preservation, transfer, retention, and disposition of city records;
(17) conduct surveys, studies, and information systems assessments to assist in promoting a proper and efficient records management program for the city, including microfilming services and automated information systems, and report the results of such surveys, studies, and assessments to the records management policy committee;
(18) inspect all city records as directed by the records management policy committee, the city secretary, or the city council, or as otherwise necessary to ensure compliance with the records management program, this chapter, and state law;
(19) review city-wide and departmental policies as the records management officer determines necessary to ensure compliance with the records management program, this chapter, and state law;
(20) in cooperation with department directors, incorporate records management policies, objectives, responsibilities, and authorities in pertinent departmental directives in accordance with the records management program, this chapter, and state law;
(21) establish, and submit for approval by the records management policy committee, procedures for addressing records management program requirements at the design phase of recordkeeping systems in accordance with the records management program, this chapter, and state law;
(22) review user requirements, cost feasibility studies, systems requirements, systems specifications, bid specifications, and other systems design documents to ensure that recordkeeping requirements and public access requirements are incorporated into electronic recordkeeping systems at the design phase in accordance with the records management program, this chapter, and state law;
(23) establish, and submit for approval by the records management policy committee, procedures for the use of approved general retention and disposition schedules by city departments in accordance with the records management program, this chapter, and state law;
(24) serve as the city’s liaison to the director and librarian of the Texas State Library and Archives Commission for records management program requirements; and
(25) file any revisions to this chapter with the director and librarian of the Texas State Library and Archives Commission within 30 days after adoption as required by state law. (Ord. Nos. 20787; 23267)