(a) The city council hereby designates the position of records manager to serve as records management officer for the city.
(b) When the individual serving as the records management officer changes, that person shall file his or her name with the director and librarian of the Texas state library within 30 days after the date of assuming office.
(c) The records management officer shall perform those duties assigned in the policies and procedures established pursuant to this article, all duties established by state law, and shall:
(1) Administer the city’s record management program under the direction of the city secretary and provide advice and assistance to department directors in its implementation;
(2) Assist and advise the records management policy committee in establishing and developing policies and procedures for the city’s records management program;
(3) Prepare and submit for approval records control schedules for all departments in accordance with § 2-289.1 of this article;
(4) In cooperation with department directors, identify essential records and establish a disaster and recovery plan for the records of each department to ensure maximum availability of the records in order to reestablish 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 control schedules are in compliance with state regulations;
(6) Disseminate to the city council, the city manager, 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 policies and procedures of the records management plan and their duties in the records management program;
(8) Direct records liaison officers or other personnel in the conduct of records inventories in preparation for the development of records control schedules as required by state law and this article;
(9) Ensure that the maintenance, preservation, microfilming, electronic storage, destruction and other disposition of city records is carried out in accordance with the policies and procedures of the records management program and the requirements of state law;
(10) Maintain statistics on the volume of city records destroyed under approved records control schedules, the volume of records microfilmed or stored electronically, and the estimated cost and space savings as the result of such disposal or disposition;
(11) Report annually to the city council on the implementation of the records management plan in each department of the city, including summaries of the statistical and fiscal data compiled under § 2-287 of this article;
(12) Bring to the attention of the records management policy committee any noncompliance by a department director or other personnel with the policies and procedures of the records management program or state law;
(13) Review and submit departmental requests for authorization for electronic storage of city records to the director and librarian of the Texas state library as required by state law; and
(14) Develop procedures to ensure the permanent preservation of the historically valuable records of the city.
(Ord. 12027, § 1, passed 7-11-1995; Ord. 15336, § 4, passed 11-19-2002; Ord. 17251, § 1, passed 10-31-2006; Ord. 18157-07-2008, § 1, passed 7-8-2008)