The city secretary is hereby authorized and directed to establish
and administer the records management program for the City of Lubbock
pursuant to legal, fiscal, administrative and archival requirements
as authorized by state and federal statutes. The city secretary shall
implement, but not be limited to, a program to encompass such areas
of records management as are required to preserve and keep in order
all books, papers, documents, records and files of the departments
of the city to achieve the following goals:
(1)
Release
of space and reduction of the need for storage and filing equipment;
(2)
Establishment
of an efficient retrieval system for both active and inactive city
records;
(3)
Provide
for routine disposition of paperwork;
(4)
Maintain
security for municipal records stored in the city secretary’s
office; and
(5)
Communicate
to city officers and employees the need for an effective records management
program.
(1983 Code, sec. 2-66; Ordinance
9404, sec. 1, adopted 1/10/1991)
This division shall be known and may be cited as the “Records
Management Program of the City of Lubbock, Texas,” and it shall
provide for the proper and efficient management of the records of
the city.
(1983 Code, sec. 2-67; Ordinance
9404, sec. 2, adopted 1/10/1991)
For the purposes of this division, the following terms shall
have the meanings indicated below:
Those records in current use which must be retained in offices
because frequent reference is necessary in conducting day-to-day operations.
Those records which are seldom referred to but which must
be retained, temporarily or permanently, because of legal, fiscal,
administrative or archival value.
A list describing the terms of a collection and where they
may be found; a catalog.
A film containing photographic records or images considerably
reduced in size from the original materials.
A generic name for any medium containing microimages, i.e.,
reduced images.
Any record preserved in one of the various formats of microform
images.
The art of reducing any form of information to a microform
medium; also termed “microphotography” or “microfilming.”
Any document, paper, letter, book, map, photograph, sound
or video recording, microfilm, magnetic tape, electronic medium, or
other information recording medium, regardless of physical form or
characteristic and regardless of whether public access to it is open
or restricted by law, created or received by the city or any of its
officers or employees pursuant to law, including an ordinance, or
in the transaction of public business. The term does not include:
Extra identical copies of documents created only for convenience
of reference or research by officers or employees of the city;
Notes, journals, diaries, and similar documents created by an
officer or employee of the city for the officer’s or employee’s
personal convenience;
Blank forms;
Stocks of publications;
Library and museum materials acquired solely for the purposes
of reference or display; or
Copies of documents in any media furnished to members of the
public to which they are entitled pursuant to Vernon’s Ann.
Civ. St., article 6252-17a [V.T.C.A., Government Code, chapter 552];
Those items excepted from the definition of “municipal
records” as well as any other items kept only for convenience
and reference or otherwise determined not to be public records by
case or statutory law.
That portion of all municipal records originally created
or received by the city or any of its officers or employees pursuant
to law, including an ordinance, or in the transaction of public business.
All information collected, assembled or maintained by the
city as municipal records, with the exceptions provided by Vernon’s
Ann. Civ. St., article 6252-17a [V.T.C.A., Government Code, chapter
552].
The office of the city secretary shall serve as the records
management department for the city.
The citywide system of records management that achieves integrated
control of all departmental subsystems so that an orderly and efficient
flow of paperwork is established from creation or receipt through
final disposition.
Records accumulated over a period of time and arranged in
an organized file or set of files which can be described, handled
and disposed of as a unit. A records series may consist of records
of a single type or format, or of records kept together because they
relate to a particular subject or result from a particular activity.
(1983 Code, sec. 2-68; Ordinance
9404, sec. 3, adopted 1/10/1991)
The records management department shall have responsibility
for, but shall not be limited to, the following records management
activities:
(1)
Development
and circulation of such rules, regulations and policies as may be
necessary and proper to implement and maintain the city’s records
management program.
(2)
Provision
and maintenance of a central municipal records storage center to store
and preserve inactive records prior to final disposition.
(3)
Development
of a retention and disposition schedule for all municipal records.
(4)
Provide
consultation and assistance for city departments in all areas of records
management, including active records maintenance, transfer to inactive
status and final disposition of records.
(1983 Code, sec. 2-69; Ordinance
9404, sec. 4, adopted 1/10/1991)
(a)
All
records created or received by a department in the transaction of
official business shall be the property of the City of Lubbock. The
department of the city creating or receiving the records shall be
the legal custodian of such records until such time as they are delivered
to the records management department for final disposition.
(b)
It
shall be the duty of each officer and employee of the city to protect,
preserve, store and/or transfer municipal records in accordance with
state and federal laws, the city’s charter and ordinances and
rules promulgated and approved by the records management department.
(c)
No
officer or employee of the city shall have by virtue of such officer’s
or employee’s position any personal or property right to original
public records even though the officer or employee may have developed
or compiled such records.
(1983 Code, sec. 2-70; Ordinance
9404, sec. 5, adopted 1/10/1991)
(a)
The
city micrographics program shall be in accordance with the requirements
of the Texas Local Government Code provisions governing microfilming.
(b)
The
city micrographics program will include guidelines for accurate and
permanent copies on microform media of any municipal record of the
city.
(c)
Any
city department or office is authorized to contract pursuant to applicable
laws and city policy for micrographic services which accurately and
permanently copy, reproduce or originate on microform media any municipal
record of the city.
(d)
Types of records to be filmed.
The micrographics program
may be applied to any municipal record of the city, including, but
not limited to, ordinances, resolutions, contracts, deeds, conveyances,
minutes, notices, correspondence, memoranda, any written communication,
or any record of any department of the city, including police records.
(e)
Indices to microfilm records.
The microfilm department
shall index or assist with indexing said microfilm records in such
a way that they may be readily located and retrieved.
(f)
Micrographic standards.
The first generation microform
medium shall meet the requirements of the U.S. Standards Institute
for archival quality, density, resolution and definition, except that
microform media which is intended only for short-term use may be of
lesser quality.
(g)
Certification of microform records.
Each department
shall check and certify that each microform record is a true and correct
duplication of the original municipal record, unless the documents
are filmed by the city. If the records are filmed by the city, the
microfilm department shall be responsible for certification of accuracy.
Documentation of certification shall be on or kept with the original
microform copy.
(h)
Public access to microform records.
The public shall
have free access to microform records to which the public is entitled
to have access pursuant to law, just as though the microform record
was the original record.
(1983 Code, sec. 2-71; Ordinance
9404, sec. 6, adopted 1/10/1991)
(a)
Municipal
records which are original municipal records and which have been preserved
by microform media in accordance with the standards established by
this division may be destroyed with the advice and consent of the
city attorney, unless otherwise required by law.
(b)
Any
original municipal records, the subject matter of which is in litigation,
may not be destroyed until such litigation is finally resolved.
(c)
Any
original municipal records which have not been preserved by microform
media and have been determined to be worthless may be destroyed as
authorized by the city council with the advice and consent of the
city attorney, provided that notice of the proposed destruction or
disposition of those original public records shall first be given
to the state librarian or state archivist, and if such records are,
in his/her opinion, needed for the state library, the records shall
be transferred thereto.
(d)
Municipal
records other than those records defined in this division as original
municipal records may be disposed of by the department head maintaining
custody and control of the records to be destroyed.
(e)
A
notice of proposed destruction or disposition of all nonpublic municipal
records, including records series titles, descriptions, inclusive
dates and volumes, shall be given to the records management department
for permanent keeping prior to destruction of the records.
(1983 Code, sec. 2-72; Ordinance
9404, sec. 7, adopted 1/10/1991)
