In addition to other duties assigned in this chapter, the Records Management Officer shall:
(A) Administer the Records Management Program and provide assistance to department heads in its implementation;
(B) Plan, formulate and prescribe records disposition policies, systems, standards and procedures;
(C) In cooperation with department heads, identify essential records and establish a disaster plan for each municipal office and department to ensure maximum availability of the records in order to re-establish operations quickly and with minimum disruption and expense;
(D) Develop procedures to ensure the permanent preservation of the historically valuable records of the city;
(E) Establish standards for filing and storage equipment and for record keeping supplies;
(F) Study the feasibility of and, if appropriate, establish a uniform filing system and forms design and control system for the City of Heath;
(G) Provide records management advice and assistance to all municipal departments by preparation of a manual or manuals of procedure and policy and by on-site consultation;
(H) 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 municipality’s records control schedules are in compliance with state regulations;
(I) Disseminate to the City Council and department heads information concerning state laws and administrative rules relating to local government records;
(J) Instruct records liaison officers and other personnel in policies and procedures of the records management plan and their duties in the records management program;
(K) 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;
(L) Ensure that the maintenance, preservation, microfilming, destruction or other disposition of municipal records is carried out in accordance with the polices and procedures of the records management program and the requirements of state law;
(M) Maintain records on the value of records destroyed under records control schedules, the volume of records microfilmed or stored electronically, and the estimated cost and space savings as the result of the disposal or disposition;
(N) Report annually to the municipality on the implementation of the records management plan in each department in the City of Heath, including summaries of the statistical and fiscal data compiled under division (M) above; and
(O) Bring to the attention of the City Council non-compliance by department heads or other municipal personnel with the policies and procedures of the records management program or the Local Government Records Act, being Tex. Local Gov’t. Code, Ch. 201.
(2005 Code, § 1-3-9) (Ord. 901101B, passed 11-1-1990)