In addition to other duties assigned in the subchapter, 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 City Commission office and department to ensure maximum disruption and expense;
(D) Develop procedures to ensure the permanent preservation of the historically valuable records of the City Commission;
(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 a form design and control system for the city;
(G) Provide records management advice and assistance to all City Commission 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 State Library and Archives Commission to determine if the records management program and the City Commission's records contract schedules are in compliance with state regulations;
(I) Disseminate to the City Commission 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 subchapter;
(L) Ensure that the maintenance, preservation, microfilming, destruction or other disposition of City Commission is carried out in accordance with the policies and procedures of the records management program and the requirements of law;
(M) Maintain records on the volume 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 the disposal or disposition;
(N) Report annually to the City Commission on the implementation of the records management plan in each department of the city, including summaries of the statistical and fiscal data compiled under division (M) above; and
(O) Bring to the attention of the City Commission noncompliance by department heads or other City Commission personnel with the policies and procedures of the records management program or the Local Government Records Act, being Texas Local Gov't Code §§ 201.001 et seq.
(Ord. 530, passed 8-28-1991)