The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
Department director.
The officer who by ordinance, order, or administrative policy is in charge of a department of the city that creates or receives records.
Essential record.
Any record of the city necessary to the resumption or continuation of operations of the city in an emergency or disaster, to the recreation of the legal and financial status of the city, or to the protection and fulfillment of obligations to the people of the state.
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 program may require.
Records liaison officers.
The persons designated under section 2-319.
Records management.
The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs 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 section 2-315.
Records management plan.
The plan developed under section 2-316.
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.
(Ordinance 1039, § 2, 11-27-90)
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 it 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 article or procedures authorized by it and in no other manner.
(Ordinance 1039, § 1, 11-27-90)
All municipal records are hereby declared to be the property of the city. No city official or employee has, by virtue of his position, any personal or property right to such records even though he may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.
(Ordinance 1039, § 3, 11-27-90)
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 city records through a comprehensive system of integrated procedures for the management of records from their creation to their ultimate disposition, consistent with the requirements of the Texas Local Government Records Act and accepted records management practice.
(Ordinance 1039, § 4, 11-27-90)
The city council has designated through Resolution No. 90-728 that the city secretary is to serve as records management officer for the city. In the event of the resignation, retirement, dismissal, or removal by action of the city council of the individual so designated, the city council shall promptly designate another individual to serve as records management officer. The individual designated as records management officer shall file his name with the director and librarian of the state library within 30 days of the date of designation, as provided by state law.
(Ordinance 1039, § 5, 11-27-90)
(a) 
The records management officer shall develop a records management plan for the city for submission to the city council. The plan must contain policies and procedures designed to reduce the costs and improve the efficiency of recordkeeping, to adequately protect the essential records of the city, and to properly preserve those records of the city that are of historical value. The plan must be designed to enable the records management officer to carry out his duties prescribed by state law and this article effectively.
(b) 
Once approved by the city council, the records management plan shall be binding on all offices, departments, divisions, programs, commissions, bureaus, boards, committees, or similar entities of the city, and records shall be created, maintained, stored, microfilmed, or disposed of in accordance with the plan.
(c) 
State law relating to the duties, other responsibilities, or recordkeeping requirements of a department director do not exempt the department director or the records in the department director’s care from the application of this article and the records management plan adopted under it and may not be used by the department director as a basis for refusal to participate in the records management program of the city.
(Ordinance 1039, § 6, 11-27-90)
In addition to other duties assigned in this article, the records management officer shall:
(1) 
Administer the records management program and provide assistance to department directors in its implementation.
(2) 
Plan, formulate, and prescribe records disposition policies, systems, standards, and procedures.
(3) 
In cooperation with department directors, identify essential records and establish a disaster plan for each city office and department to ensure maximum availability of the records in order to reestablish operations quickly and with minimum disruption and expense.
(4) 
Develop procedures to ensure the permanent preservation of the historically valuable records of the city.
(5) 
Establish standards for filing and storage equipment and for recordkeeping supplies.
(6) 
Study the feasibility of and, if appropriate, establish a uniform filing system and a forms design and control system for the city.
(7) 
Provide records management advice and assistance to all city departments by preparation of a manual or manuals of procedure and policy and by onsite consultation.
(8) 
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.
(9) 
Disseminate to department directors information concerning state laws and administrative rules relating to local government records.
(10) 
Instruct records liaison officers and other personnel in policies and procedures of the records management plan and their duties in the records management program.
(11) 
Direct records liaison officers or other personnel in the conduct of records inventories in preparation for the development of records control schedules as required by state law and this article.
(12) 
Ensure that the maintenance, preservation, microfilming, destruction or other disposition of the records of the city is carried out in accordance with the policies and procedures of the records management program and the requirements of state law.
(13) 
Maintain records on the volume of records destroyed under approved records control schedules, the volume of records microfilmed or stored electronically, and the estimated cost and space savings as the result of such disposal or disposition.
(14) 
Report annually to the city council on the implementation of the records management plan in each department of the city.
(15) 
Bring to the attention of the city council noncompliance by department directors or other city personnel with the policies and procedures of the records management program or the local government records act.
(Ordinance 1039, § 7, 11-27-90)
In addition to other duties assigned in this article, department directors shall:
(1) 
Cooperate with the records management officer in carrying out the policies and procedures established in the city for the efficient and economical management of records and in carrying out the requirements of this article.
(2) 
Adequately document the transaction of government business and the services, programs, and duties for which the department director and his staff are responsible.
(3) 
Maintain the records in his care and carry out their preservation, microfilming, destruction, or other disposition only in accordance with the policies and procedures of the records management program of the city and the requirements of this article.
(Ordinance 1039, § 8, 11-27-90)
Each department director shall designate a member of his staff to serve as records liaison officer for the implementation of the records management program in the department. Persons designated as records liaison officers shall be thoroughly familiar with all the records created and maintained by the department and shall have full access to all records of the city maintained by the department. In the event of the resignation, retirement, dismissal, or removal by action of the department director of a person designated as a records liaison officer, the department director shall promptly designate another person to fill the vacancy. A department director may serve as records liaison officer for his department.
(Ordinance 1039, § 9, 11-27-90)
In addition to other duties assigned in this article, records liaison officers shall:
(1) 
Conduct or supervise the conduct of inventories of the records of the department in preparation for the development of records control schedules;
(2) 
In cooperation with the records management officer, coordinate and implement the policies and procedures of the records management program in their departments; and
(3) 
Disseminate information to department staff concerning the records management program.
(Ordinance 1039, § 10, 11-27-90)
(a) 
The records management officer, in cooperation with department directors and records liaison officers, shall prepare records control schedules on a department by department basis listing all records created or received by the department and the retention period for each record. Records control schedules shall also contain such other information regarding the disposition of city records as the records management plan may require.
(b) 
Each records control schedule shall be monitored and amended as needed by the records management officer on a regular basis to ensure that it is in compliance with records retention schedules issued by the state and that it continues to reflect the recordkeeping procedures and needs of the department and the records management program of the city. Before its adoption, a records control schedule or amended schedule for a department must be approved by the department director.
(c) 
Before its adoption, a records control schedule must be submitted to, and accepted for filing by, the director and librarian of the state library as provided by state law. If a schedule is not accepted for filing, the schedule shall be amended to make it acceptable for filing. The records management officer shall submit the records control schedules to the director and librarian.
(Ordinance 1039, § 11, 11-27-90)
(a) 
A records control schedule for a department that has been approved and adopted under section 2-316 shall be implemented by department directors and records liaison officers according to the policies and procedures of the records management plan.
(b) 
A record whose retention period has expired on a records control schedule shall be destroyed unless an open records request is pending on the record, the subject matter of the record is pertinent to a pending lawsuit, or the department director requests in writing to the records management officer that the record be retained for an additional period.
(c) 
Prior to the destruction of a record under an approved records control schedule, authorization for the destruction must be obtained from the records management officer.
(Ordinance 1039, § 12, 11-27-90)
A record that has not yet been listed on an approved records control schedule may be destroyed if its destruction has been approved in the same manner as a record destroyed under an approved schedule and the records management officer has submitted to and received back from the director and librarian an approved destruction authorization request.
(Ordinance 1039, § 13, 11-27-90)
A records center, developed pursuant to the plan required by section 2-316, shall be under the direct control and supervision of the records management officer. Policies and procedures regulating the operations and use of the records center shall be contained in the records management plan developed under section 2-316.
(Ordinance 1039, § 14, 11-27-90)
Any person violating any of the terms and provisions of this article shall be deemed guilty of a misdemeanor and, upon conviction thereof, shall be fined in an amount not to exceed $200.00. Each such violation shall be deemed a separate offense and shall be punishable as such under this article.
(Ordinance 1039, § 15, 11-27-90)