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(a) The committee shall consist of the city attorney, city auditor, city secretary, director of information technology solutions and risk manager, or their designees.
(b) The committee shall select and maintain a chairperson. The chairperson shall be responsible for calling meetings of the committee and presiding over the meetings as needed.
(c) The records management officer shall serve as the executive secretary of the committee, coordinate its actions, provide recommended policies and procedures, and assist the committee in carrying out its functions.
(d) The committee shall:
(1) Establish policies and procedures necessary for the implementation and administration of the city’s records management program;
(2) Review the performance of the program on a regular basis and propose changes and improvements if needed;
(3) Review, approve and adopt records control schedules submitted by the records management officer; and
(4) Actively support and promote the records management program throughout the city.
(Ord. 12027, § 1, passed 7-11-1995; Ord. 14934, § 2, passed 1-22-2002; Ord. 15336, § 5, passed 11-19-2002; Ord. 17251, § 1, passed 10-31-2006; Ord. 18157-07-2008, § 1, passed 7-8-2008)
(a) The records management officer and the records management policy committee shall develop a city-wide records management plan. The plan shall be designed to enable the records management officer to carry out duties as prescribed by state law and this article.
(b) The records management plan shall establish policies, procedures and criteria for:
(1) The reduction of costs and improvement of the efficiency of records keeping;
(2) The adequate protection of the essential records of the city;
(3) The proper preservation of city records that are of historical value;
(4) The determination of the eligibility of records for microfilming;
(5) The microfilming of city records, including policies to ensure that all microfilming is done in accordance with state law and the standards and procedures for the microfilming of local government records established in rules of the Texas state library and archives commission;
(6) The regulation of the operations and use of inactive records storage areas, which shall serve as the depositories of inactive records of continuing value to the city, unless the records have been transferred to the municipal archive for purposes of preservation as historical city records; and
(7) The maintenance, preservation and storage of the electronic records of the city, including policies to ensure that all electronic storage of city records is done in accordance with state law.
(c) The records management plan shall be 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. 12027, § 1, passed 7-11-1995)
(a) In addition to other duties assigned in this article and by state law, every department director shall:
(1) Cooperate with the records management officer in carrying out the policies and procedures established by the city for the efficient and economical management of city records and in carrying out the requirements of this article;
(2) Adequately document the transaction of government business and the services, programs, 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 policies and procedures of the records management program of the city and the requirements of this article;
(4) Review and approve records control schedules and requests to dispose of city records that are prepared and submitted by the records management officer; and
(5) Notify the records management officer within 24 hours of the discovery of any loss, theft or damage to a city record.
(b) No city ordinance or policy relating to the duties, record keeping requirements or other responsibilities of a department director shall exempt the department director or city records in the department director’s custody from the application of this article and the records management plan adopted under this article, nor shall 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. 12027, § 1, passed 7-11-1995)
(a) Each department director shall designate in writing to the records management officer a member of the department director’s staff to serve as the records liaison officer for the implementation of the records management program in the department. If the records management officer determines that more than one records liaison officer should be designated for a department, the department director shall designate the number of records liaison officers specified by the records management officer. The department director may serve as records liaison officer for a department.
(b) A person designated as a records liaison officer shall be thoroughly familiar with, and have full access to, all city records created and maintained by the department.
(c) If a person designated as a records liaison officer resigns, retires or is removed by action of the department director, the department director shall promptly designate another person to fill the vacancy.
(d) In addition to other duties assigned in this article or by state law, a records liaison officer shall:
(1) In cooperation with the records management officer, coordinate and implement the policies and procedures of the records management program in the department;
(2) Disseminate information to department staff concerning the records management program; and
(3) In cooperation with the records management officer, coordinate the records inventory of the department.
(Ord. 12027, § 1, passed 7-11-1995)
(a) The records management officer, in cooperation with department directors and records liaison officers, shall prepare records control schedules on a department by department basis that describe and establish the retention periods for all city records created or received by each department.
(b) A records control schedule must contain such other information regarding the disposition of city records as the records management plan may require. Every city record identified on a records control schedule, or any amendment to the schedule, or in any request for destruction of a record shall be specifically described.
(c) Any records control 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 will not be submitted to the records management policy committee for consideration.
(d) Each records control schedule shall 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 schedules issued by the state and that the schedule continues to reflect the record keeping procedures and needs of the department and the records management program of the city.
(e) Before its adoption, a records control schedule or amended schedule for a department must be approved by the department director.
(f) A records control schedule shall be submitted by the records management officer to, and accepted for filing by, the director and the librarian of the Texas state library, as provided by state law, before the schedule may be implemented.
(Ord. 12027, § 1, passed 7-11-1995; Ord. 15336, § 6, passed 11-19-2002)
(a) The department director and records liaison officer of a department for which a records control schedule has been approved and adopted shall implement the schedule in accordance with the policies and procedures of the records management plan.
(b) A department director or records liaison officer shall notify the records management officer when a city record is eligible for destruction.
(c) Before a city record is destroyed under an approved records control schedule, the records management officer must obtain authorization for the destruction from the records management policy committee, unless the approved schedule specifies that the record may be destroyed without additional review or authority of the records management policy committee.
(d) A city record whose retention period has expired on an approved records control schedule must be destroyed unless:
(1) A request for the record is pending under Tex. Government Code Chapter 552;
(2) The subject matter of the record is pertinent to pending litigation or audit; or
(3) The department director requests in writing to the records management officer that the record be retained for an additional period.
(e) A city record that is obsolete or that has not been identified on an approved records control schedule may be destroyed if:
(1) Its destruction has been approved in the same manner required by this article for the destruction of a record that is identified on an approved records control schedule; and
(2) The records management officer has submitted to and received from the director and librarian of the Texas state library an approved request for destruction authorization.
(Ord. 12027, § 1, passed 7-11-1995)
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