(a) The records management officer, in cooperation with department directors and records liaison officers, shall prepare records retention and disposition schedules on a department by department basis that describe, and establish the retention periods for, all city records created or received by each department. A records retention and disposition schedule must contain such other information regarding the disposition of city records as the records management program may require. Every city record identified on a records retention and disposition schedule, in any amendment to the schedule, or in any request for destruction of a record must be specifically described. Any records retention and disposition schedule, amendment to a schedule, or request for destruction of a record that contains general terms such as “miscellaneous” and “various” to describe any record identified in such a document may not be submitted to the city council, the records management policy committee, or the records management officer for consideration.
(b) Each records retention and disposition schedule must be monitored and amended as needed by the records management officer on a regular basis to ensure that the schedule is in compliance with records retention and disposition schedules issued by the state and that the schedule continues to reflect the recordkeeping procedures and needs of the department and the records management program of the city.
(c) Before its adoption by the city council, a records retention and disposition schedule or amended schedule for a department must be approved by the department director, the records management officer, and the records management policy committee.
(d) After city council adoption, a records retention and disposition schedule may not be implemented until the schedule or a written certification of compliance has been submitted by the records management officer to and accepted for filing by the director and librarian of the Texas State Library and Archives Commission, as provided by state law. If a schedule or certification of compliance is not accepted for filing, the schedule must be amended and re-submitted to the city council for adoption to make it acceptable for filing.
(e) The records management officer shall determine whether to file with the director and librarian of the Texas State Library and Archives Commission an approved records retention and disposition schedule or a written certification of compliance. (Ord. Nos. 20787; 23267)