For the purpose of this chapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
CITY. The City of Sunset Valley, Texas.
DEPARTMENT HEAD. The officer who, by ordinance, order, or administrative policy, is in charge of an office of the city that creates or receives records.
DIRECTOR AND LIBRARIAN. The executive and administrative officer of the Texas State Library and Archives Commission.
ESSENTIAL RECORD. Any record of the city necessary to the resumption or continuation of operations of the city in an emergency or disaster, to the re-creation of the legal and financial status of the city, or to the protection and fulfillment of obligations to the people of the state.
PERMANENT RECORD. Any record of the city 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 city, 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 costs and improving the efficiency of record keeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential 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.
(Ord. 901211, passed 12-11-1990)