§ 30.002 ADDITIONAL DEFINITIONS.

   For the purpose of this subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.

   DEPARTMENT HEAD.  The officer who by ordinance or administrative policy is in charge of an office of the Town of Lakeside that creates or receives records.

   ESSENTIAL RECORD.  Any record of the Town of Lakeside necessary to the resumption or continuation of its operations in an emergency or disaster, to the re-creation of its legal and financial status, or to the protection and fulfillment of obligations to the people of the state.

   PERMANENT RECORD.  Any record of the Town of Lakeside for which the retention period on a records control schedule is given as permanent.

   RECORDS CONTROL SCHEDULE.  A document prepared by or under the authority of the Records Management Officer listing the records maintained by the Town of Lakeside, their retention periods, and other records disposition information that the records management program may require.

   RECORDS MANAGEMENT.  The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping.  The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.

   RECORDS MANAGEMENT OFFICER.  The person designated in § 30.005.

   RECORDS MANAGEMENT PLAN.  The plan developed under § 30.006.

   RETENTION PERIOD.  The minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.

(Ord. 279, passed 5-10-2007)

§ 30.003 MUNICIPAL RECORDS DECLARED PUBLIC PROPERTY.

   All municipal records, as defined in § 30.001, are hereby declared to be the property of the Town of Lakeside.  No municipal official or employee has, by virtue of his or her position, any personal or property right to the records even though he or she may have developed or compiled them.  The unauthorized destruction, removal from files, or use of the records is prohibited.

(Ord. 279, passed 5-10-2007)

§ 30.004 POLICY.

   It is hereby declared to be the policy of the Town of Lakeside to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all municipal records through a comprehensive system of integrated procedures for their management from creation to ultimate disposition, consistent with the requirements of the Texas Local Government Records Act, being Tex. Local Gov’t Code, §§ 201.001 et seq., and accepted records management practice.

(Ord. 279, passed 5-10-2007)

§ 30.005 DESIGNATION OF RECORDS MANAGEMENT OFFICER.

   The Town Secretary, and the successive holders of the office, shall serve as Records Management Officer for the Town of Lakeside.  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.

(Ord. 279, passed 5-10-2007)

§ 30.006 RECORDS MANAGEMENT PLAN TO BE DEVELOPED; APPROVAL OF PLAN; AUTHORITY OF PLAN.

   (A)   The Records Management Officer shall develop a records management plan for the Town of Lakeside for submission to the City Council.  The plan must contain policies and procedures designed to reduce the costs and improve the efficiency of recordkeeping, to adequately protect the essential records of the municipality, and to properly preserve those records of the municipality that are of historical value.  The plan must be designed to enable the Records Management Officer to carry out his or her duties prescribed by state law and this subchapter effectively.

   (B)   Once approved by the City Council, the records management plan shall be binding on all offices, departments, divisions, programs, commissions, bureaus, boards, committees, or similar entities of the Town of Lakeside and records shall be created, maintained, stored, microfilmed, or disposed of in accordance with the plan.

   (C)   State law relating to the duties, other responsibilities, or recordkeeping requirements of a department head do not exempt the department head or the records in the department head’s care from the application of this subchapter and the records management plan adopted under it and may not be used by the department head as a basis for refusal to participate in the records management program of the Town of Lakeside.

(Ord. 279, passed 5-10-2007)