In addition to other duties assigned in this chapter, 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 records and establish a disaster plan for each municipal office and department to ensure maximum availability of the records to reestablish 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 recordkeeping 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 city's records control schedules are in compliance with state regulations;
(H) Disseminate to the City Council and department heads 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 the 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 complied 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. Loc. Gov't Code, §§ 201.001 et seq.
(Ord. 03-1021A, passed 10-21-2003)