(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)