(a) In addition to other duties assigned by this chapter and state law, every department director shall:
(1) cooperate with the records management officer in carrying out the policies and procedures established in the city for the efficient and economical management of city records and in carrying out the requirements of the records management program, this chapter, and state law;
(2) adequately document the transaction of government business and the policies, services, programs, functions, activities, and duties for which the department director and department staff are responsible;
(3) maintain city records in the department director’s custody and carry out the preservation, microfilming, electronic storage, destruction, and other disposition of those records only in accordance with the records management program, this chapter, and state law;
(4) review and approve records retention and disposition schedules and requests to dispose of city records that are prepared and submitted by or under the direction of the records management officer;
(5) notify the records management officer within 24 hours of the discovery of any loss, theft, or damage to a city record;
(6) ensure the ability to access records regardless of form or medium;
(7) biannually submit a records management program compliance status report to the records management officer;
(8) notify the records management officer of proposed electronic recordkeeping systems to ensure compliance with electronic recordkeeping requirements established by the records management program, this chapter, and state law;
(9) ensure electronic records in the director’s custody are migrated forward as technology changes, for as long as the records are determined to have value, and ensure that requests for funding for new systems or systems enhancements address requirements for back-up, re-copying, disaster recovery, security, public access, audit trails, and other recordkeeping requirements in accordance with the records management program, this chapter, and state law;
(10) conduct a cost feasibility study that incorporates document profiles and a work flow analysis for proposed electronic recordkeeping systems or systems enhancements in accordance with the records management program, this chapter, and state law;
(11) appoint a department records liaison officer in accordance with Section 39C-12 of this chapter;
(12) incorporate records management program requirements in pertinent departmental policies and procedures;
(13) in cooperation with the records management officer, identify essential records of the department and establish a records disaster and recovery plan to ensure maximum availability of the records to re-establish operations quickly and with minimum disruption and expense;
(14) prepare and submit to the records management officer all requests for authorization to create or store records electronically, which requests must be submitted in a form and manner approved by the records management officer and the records management policy committee so that they may be submitted by the records management officer to the director and librarian of the Texas State Library and Archives Commission as part of the city’s certification of systems compliance as required by the records management program, this chapter, and state law;
(15) submit a departmental records inventory, verified by the departmental records liaison officer, to the records management officer in accordance with criteria established by the records management officer and the records management policy committee; and
(16) annually review departmental records retention and disposition schedules to ensure that the schedules are kept current.
(b) No state law, federal law, city ordinance, or policy relating to the duties, recordkeeping requirements, or other responsibilities of a department director exempts the department director or city records in the department director’s custody from the application of this chapter and the records management program adopted under this chapter, nor may such a law or policy be used by the department director as a basis for refusing to participate in the records management program of the city. (Ord. Nos. 20787; 23267)