This article shall be known and be cited as the records and information management ordinance for the city. It is hereby declared to be the policy of the city to develop a records and information management program that provides for efficient, economical, and effective control 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.
(1991 Code, sec. 2-121; Ordinance 90-436, sec. 1, adopted 6/14/90; 2007 Code, sec. 2-238)
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:
City record
means a “local government record” as set forth in V.T.C.A., Government Code section 441.151(8).
Director and librarian
means the executive and administrative officer of the state library and archives commission.
(1991 Code, sec. 2-122; Ordinance 90-436, sec. 2, adopted 6/14/90; 2007 Code, sec. 2-239)
All city records as defined in section 2.07.002 are hereby declared to be property of the city. No city officer or employee shall have, by virtue of his office or employment, any personal or property right to any such records even though he may have developed or compiled them. No person shall destroy, remove or use any city records except as authorized by law, this article or the policies and procedures of the city; provided, however, that no policy or procedure regarding use, removal or destruction of city records shall be adopted which conflicts with this article or applicable state or federal law; provided further that nothing contained herein shall be construed to authorize the disclosure of city records which are exempt from disclosure under state or federal law.
(1991 Code, sec. 2-123; Ordinance 90-436, sec. 3, adopted 6/14/90; 2007 Code, sec. 2-240)
There is hereby established a records and information management program. The city secretary shall administer the records and information management program and shall be responsible for city-wide files management. In addition, the city secretary shall have direction and control of the city’s records disposition program.
(1991 Code, sec. 2-124; Ordinance 90-436, sec. 4, adopted 6/14/90; 2007 Code, sec. 2-241)
The city secretary shall perform those duties provided in Texas Local Government Code, chapter 203.
(1991 Code, sec. 2-125; Ordinance 90-436, sec. 5, adopted 6/14/90; 2007 Code, sec. 2-242; Ordinance adopting 2022 Code)
All city department heads are responsible for the implementation and operation of effective files operations, records transfers and dispositions, and other activities in accordance with the provisions of this article within their areas of responsibility. They shall designate records coordinators within their offices and provide the city secretary the names of such designees and of all file stations and file custodians under their supervision. Persons designated as records coordinators shall report directly to the head of their department on matters relating to the records management program and should have appropriate access to all files in their department.
(1991 Code, sec. 2-126; Ordinance 90-436, sec. 6, adopted 6/14/90; 2007 Code, sec. 2-243)
Each records coordinator shall coordinate the records management program between the city secretary and personnel in the record coordinator’s office to ensure that the provisions of this article are followed. This responsibility shall include overseeing the application of records schedules within the office or department.
(1991 Code, sec. 2-127; Ordinance 90-436, sec. 7, adopted 6/14/90; 2007 Code, sec. 2-244)
All city offices and departments shall adopt records retention and disposition schedules and destroy, transfer or otherwise dispose of records only according to such schedules.
(1991 Code, sec. 2-128; Ordinance 90-436, sec. 8, adopted 6/14/90; 2007 Code, sec. 2-245)
(a) 
Initial retention periods to be included in records schedules shall be established by the city secretary, city manager and department heads. These retention schedules shall be submitted for review to the city attorney, who shall notify the city secretary within 15 days of the approval or objection of any retention period. If no objection has been submitted within the 15 days, the records schedule shall be adopted and have full force as sufficient authorization for records destruction or other action. If objection is made, the city secretary shall amend the retention period to the satisfaction of the office or department concerned, the city manager and the city attorney. Revision of retention periods shall be submitted for review to the city attorney and the city manager in the same manner as the original retention periods.
(b) 
When a records retention and disposition schedule is adopted, it shall thenceforth constitute full authority to destroy, transfer, or take other actions, and such actions shall be taken by the city secretary or under his supervision. The city secretary shall notify the state librarian of the intended destruction, as may be required by law, but no further notice to the city council or other city office shall be required.
(1991 Code, sec. 2-129; Ordinance 90-436, sec. 9, adopted 6/14/90; 2007 Code, sec. 2-246)
No original city records shall be destroyed if such destruction is contrary to any state or federal law. Prior to the destruction of any original city record, the city secretary shall obtain the advice and consent of the city attorney. Any original city record, the subject matter of which is in litigation, may not be destroyed until such litigation is final.
(1991 Code, sec. 2-130; Ordinance 90-436, sec. 10, adopted 6/14/90; 2007 Code, sec. 2-247)
Prior to adoption of records schedules for an office, one-time destruction of accumulated obsolete records of that office may be made by or under the supervision of the city secretary. Prior to such destruction the city secretary shall submit lists of records to be destroyed to the department head, city attorney and city manager, who shall give notice within 30 days of any records they believe should not be destroyed, and such records shall be retained for a period agreed upon. The city secretary shall also submit notice as required by law to the state librarian. Obsolete records shall include those no longer created by the office or department and no longer needed for administrative, legal, fiscal or other research purposes.
(1991 Code, sec. 2-131; Ordinance 90-436, sec. 11, adopted 6/14/90; 2007 Code, sec. 2-248)
A records center shall be maintained by the city which shall utilize one or more locations to store inactive records, to ensure the security of such records from deterioration, theft or damage during the period of storage, and to permit fast, efficient retrieval of information from stored records.
(1991 Code, sec. 2-132; Ordinance 90-436, sec. 12, adopted 6/14/90; 2007 Code, sec. 2-249)
The city secretary shall develop procedures to ensure the permanent preservation of historically valuable records of the city. If city-owned facilities are not available, the city secretary shall arrange for the transfer of such records to the state library for perpetual care and preservation in one of its nearby regional historical depositories, or shall make other arrangements for their permanent preservation not contrary to law or regulation.
(1991 Code, sec. 2-133; Ordinance 90-436, sec. 13, adopted 6/14/90; 2007 Code, sec. 2-250)
Records no longer required in the conduct of current business by any office of the city shall be promptly transferred to the records center or archives of the state library, or be destroyed at the time such action is designated on an approved records schedule. Such records shall not be maintained in current office files or equipment.
(1991 Code, sec. 2-134; Ordinance 90-436, sec. 14, adopted 6/14/90; 2007 Code, sec. 2-251)