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:
Active records.
Those records in current use which must be retained in offices because frequent reference is necessary in conducting day-to-day operations.
Inactive records.
Those records which are seldom referred to but which must be retained, temporarily or permanently, because of legal, fiscal, administrative or archival value.
Index.
A list describing the terms of a collection and where they may be found; a catalog.
Microfilm.
A film containing photographic records or images considerably reduced in size from the original materials.
Microform.
A generic name for any medium containing microimages, i.e., reduced images.
Microform record.
Any record preserved in one of the various formats of microform images.
Micrographics.
The art of reducing any form of information to a microform medium; also termed “microphotography” or “microfilming.”
Municipal records.
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:
(1) 
Extra identical copies of documents created only for convenience of reference or research by officers or employees of the city;
(2) 
Notes, journals, diaries, and similar documents created by an officer or employee of the city for the officer’s or employee’s personal convenience;
(3) 
Blank forms;
(4) 
Stocks of publications;
(5) 
Library and museum materials acquired solely for the purposes of reference or display; or
(6) 
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];
Nonrecords.
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.
Original public records.
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.
Public information.
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].
Records management department.
The office of the city secretary shall serve as the records management department for the city.
Records management program.
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 series.
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)