Loading...
All city records, as defined in § 37.02 of this chapter, are hereby declared to be the property of the city. No city official or employee has, by virtue of his or her position, any personal or property right to such records, even though he or she may have developed or compiled them. The unauthorized destruction, removal from files or use of such records is prohibited.
(1998 Code, § 2-204)
Statutory reference:
Similar provisions, see Tex. Local Gov’t Code § 201.005
(A) A Records Management Committee consisting of four people shall be appointed by the Mayor. One Committee member shall be the City Attorney.
(B) The Committee shall:
(1) Assist the Records Management Officer in the development of policies and procedures governing the Records Management Program;
(2) Review the performance of the program on a regular basis and propose changes and improvements if needed;
(3) Review and approve records control schedules submitted by the Records Management Officer;
(4) Give final approval to the destruction of records in accordance with approved records control schedules; and
(5) Actively support and promote the Records Management Program throughout the city.
(1998 Code, § 2-205)
(A) The Records Management Officer and the Records Management Committee shall develop a Records Management Plan for the city for submission to the Mayor and City Commission. 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 city, and to properly preserve those records of the city that are of historical value. The plan must be designed to enable the Records Management Officer to effectively carry out his or her duties prescribed by state law and this chapter.
(B) Once approved by the city, the Records Management Plan shall be binding on all offices, departments, divisions, programs, commissions, bureaus, boards, committees or similar entities of the city, 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 chapter 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 city.
(1998 Code, § 2-206)
(A) The City Commission shall appoint, upon recommendation by the Mayor, the Records Management Officer for the city.
(1998 Code, § 2-207)
(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 reestablish 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 departments by preparation of a manual or manuals of procedure and policy and by on-site consultation;
(8) 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’s records control schedules are in compliance with state regulations;
(9) Disseminate to the Mayor and City Commission and department heads information concerning state laws and administrative rules relating to local government records;
(10) Instruct records liaison officers or 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 records 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, and the volume of records microfilmed or stored electronically; and
(15) Bring to the attention of the Mayor and City Commission non-compliance by department heads or other city personnel with the policies and procedures of the Records Management Program or Tex. Local Gov’t Code §§ 201.001 et seq.
(1998 Code, § 2-208)
(Ord. 99-49, passed 7-21-1999)
In addition to other duties assigned in this chapter, department heads shall:
(A) Cooperate with the Records Management Officer in carrying out the policies and procedures established in the city for the efficient and economical management of records and in carrying out the requirements of this chapter;
(B) Adequately document the transaction of government business and the services, programs and duties for which the department head and his or her staff are responsible; and
(C) Maintain the records in his or her care and carry out their preservation, microfilming, destruction or other disposition only in accordance with the policies and procedures of the Records Management Program of the city and the requirements of this chapter.
(1998 Code, § 2-209)
Loading...