Section
35.01 Definitions
35.02 Municipal records declared public property
35.03 Policy
35.04 Designation of Records Management Officer
35.05 Records Management Plan to be developed; approval of Plan; authority of Plan
35.06 Duties of Records Management Officer
35.07 Duties and responsibilities of department heads
35.08 Records control schedules to be developed; approval; filing with state
35.09 Implementation of records control schedules; destruction of records under schedule
35.10 Destruction of unscheduled records
For the purpose of this chapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
DEPARTMENT HEAD. The officer who, by ordinance of administrative policy, is in charge of an office of the city that creates or receives records.
ESSENTIAL RECORD. Any record of the city necessary to 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.
MUNICIPAL RECORDS. All documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or other information-recording media, regardless of physical form or characteristic and regardless of whether public access to them is open or restricted under the laws of the state, created or received by the city, or any of its officers or employees pursuant to law or in the transaction of public business are hereby declared to be the records of the city, and shall be created, maintained, and disposed of in accordance with the provisions of this chapter or procedures authorized by it and in no other manner.
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 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 cost 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 § 35.04.
RECORDS MANAGEMENT PLAN. The plan developed under § 35.05.
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. 03-1021A, passed 10-21-2003)
All municipal records, as defined in § 35.01, are hereby declared to be the property of the city. 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 are prohibited.
(Ord. 03-1021A, passed 10-21-2003) Penalty, see § 10.99
It is hereby declared to be the policy of the city 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 State Local Government Records Act, being Tex. Loc. Gov't code, §§ 201.001 et seq., and accepted records management practice.
(Ord. 03-1021A, passed 10-21-2003)
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