(A) The City Secretary, and the successive holders of such office, shall serve as Records Management Officer for the city. As provided by state law, each successive holder of the office shall file his or her name with the Director and Librarian of the Texas State Library within 30 days of the initial designation or of taking up the office, as applicable.
(B) In addition to other duties assigned in this chapter, the Records Management Officer shall:
(1) Administer the records management program and provide assistance to department heads in its implementation;
(2) Plan, formulate, and prescribe records disposition policies systems, standards, and procedures;
(3) In cooperation with department heads, identify essential records and establish a disaster plan for each city office and department to ensure maximum availability of the records in order to re-establish operations quickly and with minimum disruption and expense;
(4) Develop procedures to ensure the permanent preservation of the historically valuable records of the city;
(5) Establish standards for filing and storage equipment and for recordkeeping supplies;
(6) Study the feasibility of and, if appropriate, establish a uniform filing system and a forms design and control system for the city;
(7) Provide records management advice and assistance to all city personnel by preparation of a manual or manuals or procedure and policy and by on-site consultation;
(8) Monitor records retention schedules and administrative rule, 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;
(9) Disseminate to the City Council and city personnel information concerning state laws and administrative rules relating to local government records;
(10) Instruct Records Liaison Officers and other personnel in policies and procedures of the records management plan and their duties, in the records management program;
(11) 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 chapter;
(12) Ensure that the maintenance, preservation, microfilming, destruction, or other disposition of the city is carried out in accordance with the policies and procedures of the records management program and the requirements of state law;
(13) Maintain records on the volume of 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;
(14) Report annually to the City Council on the implementation of the records management plan of the city, including summaries of the statistical and fiscal data compiled under division (B)(13) above; and
(15) Bring to the attention of the City Council non-compliance by city personnel with the policies and procedures of the records management program or the Texas Local Government Records Act.
(`88 Code, Ch. 1, § 25.07) (Ord. 344, passed 6-23-92)