In addition to other duties assigned in this 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 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 a forms design and control system for the city;
(G) Monitor records retention schedules and administrative rules issued by the 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;
(H) Disseminate to the City Council and department heads information concerning state laws and administrative rules relating to local government records;
(I) Ensure that the maintenance, preservation, microfilming, destruction or other disposition of the records of the city are carried out in accordance with the policies and procedures of the records management program and the requirements of state law;
(J) Maintain records on the volume of records destroyed under approved records control schedules or through records destruction authorization requests, the volume of records microfilmed or stored electronically, and the estimated cost and space savings as the result of such disposal or disposition;
(K) Report annually to the City Council 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 (J) above; and
(L) Bring to the attention of the City Council noncompliance 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 Chs. 201 et seq.
(Ord. 2012-02, passed 5-17-2012)
Editor’s note:
The wording of divisions (A), (C), (D), (H) and (I) is derived directly from the duties and responsibilities of records management officers set out in state law in Tex. Local Gov’t Code, § 203.023. The other duties prescribed are standard features in the centralized direction of records management programs. These duties fall well within the scope of the definition of records management in § 35.36, the wording of which is taken directly from the definition of records management offered in the Texas Local Government Records Act, being Tex. Local Gov’t Code § 201.003(13).