(a) The records management officer and the records management policy committee shall develop a city-wide records management program. Program requirements, policies, and procedures must be in the form of an administrative directive or in a form or manner determined by the records management policy committee. The program requirements, policies, and procedures must be designed to enable the records management officer to carry out duties as prescribed by this chapter and state law.
(b) The records management program requirements, policies, and procedures must:
(1) adequately protect the essential records of the city;
(2) properly preserve city records that are of historical value;
(3) establish criteria for city-wide and departmental records management program compliance, including requirements for conducting departmental records inventories, preparing retention and disposition schedules, and certifying retention and disposition schedules and electronic recordkeeping systems;
(4) establish functional recordkeeping requirements to improve the efficiency of recordkeeping and to ensure the creation of adequate and proper documentation of the city’s activities and transactions;
(5) create policies to implement rules adopted by the Texas State Library and Archives Commission and required by state law, including requirements for public access, microfilming, electronic document imaging, and electronic storage of city records;
(6) create policies to address records management program requirements and needs as technology evolves;
(7) provide for review by the records management officer and records management policy committee of all electronic recordkeeping systems design prior to purchase or implementation of the systems;
(8) ensure the development and maintenance of up-to-date documentation for all electronic records systems that will adequately specify the technical characteristics of each system necessary to reading, processing, or preserving city records until the disposition of the records is authorized;
(9) provide for the creation of adequate audit trails;
(10) incorporate electronic records management objectives, responsibilities, and authorities in pertinent city directives, policies, and procedures; and
(11) ensure the ability to access city records regardless of form or medium.
(c) The records management program requirements, policies, and procedures are binding on all city officers and employees and on all departments, offices, agencies, divisions, programs, commissions, bureaus, boards, committees, task forces, ad hoc committees, and similar entities of the city. (Ord. Nos. 20787; 23267)