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
characteristics and regardless of whether public access to them is
open or restricted under the laws of the state, created or received
by the City of Hillsboro 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 of Hillsboro 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 94-02-15 adopted 2/15/94)
Department Head.
Means the officer who by ordinance or administrative policy
is in charge of an office of the City of Hillsboro that creates or
receives records.
Essential Record.
Means any record of the City of Hillsboro necessary to the
resumption or continuation of its operations in an emergency or disaster,
to the re-creation of its legal and financial status, or the protection
and fulfillment of obligations to the people of the state.
Permanent Record.
Means any record of the City of Hillsboro for which the retention
period on a records control schedule is given as permanent.
Records Control Schedule.
Means a document prepared by or under the authority of the
records management officer listing the records maintained by the City
of Hillsboro, their retention periods, and other records disposition
information that the records management program may require.
Records Management.
Means 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.
Retention Period.
Means 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 94-02-15 adopted 2/15/94)
All municipal records as defined in Section 1.801 of this article
are hereby declared to be the property of the City of Hillsboro. No
municipal official or employee has, by virtue of his or her position,
any personal or property right to such records even though he or she
may have developed or compiled them. The unauthorized destruction,
removal from files or use of such records is prohibited.
(Ordinance 94-02-15 adopted 2/15/94)
It is hereby declared to be the policy of the City of Hillsboro
to provide for efficient, economical and effective controls over the
creation, distribution, organization, maintenance, use and disposition
of all municipal records through a comprehensive system of integrated
procedures for their management from creation to ultimate disposition,
consistent with the requirements of the Texas Local Government Records
Act and accepted records management practice.
(Ordinance 94-02-15 adopted 2/15/94)
The city secretary and the successive holders of said office,
shall serve as records management officer for the City of Hillsboro.
As provided by state law, each successive holder of the office shall
file his or her name with the director and librarian of the Texas
State Library within thirty days of the initial designation or of
taking up the office, as applicable.
(Ordinance 94-02-15 adopted 2/15/94)
(a) The
records management officer shall develop a records management plan
for the City of Hillsboro for submission to the city council. The
plan must contain policies and procedures designed to reduce the cost
and improve the efficiency of recordkeeping, to adequately protect
the essential records of the municipality and to properly preserve
those records of the municipality that are of historical value. The
plan must be designed to enable the records management officer to
carry out his or her 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 of Hillsboro
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 head do not exempt the department head
or the records in the department head's care from the application
of this article and the records management plan adopted under it and
may not be used by the department head as a basis for refusal to participate
in the records management program of the City of Hillsboro.
(Ordinance 94-02-15 adopted 2/15/94)
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
heads in its implementation;
(2) plan,
formulate and prescribe records disposition policies, systems, standards,
and procedures;
(3) in cooperation
with department heads identify essential records and establish a disaster
plan for each municipal office and department to ensure maximum availability
of the records in order to re-establish 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 of Hillsboro;
(7) monitor
records retention schedules and administrative rules issued by the
Texas State Library and Archives Commission to determine if the records
management program and the municipality's records control schedules
are in compliance with state regulations;
(8) disseminate
to the city council and department heads information concerning state
laws and administrative rules relating to local government records;
(9) ensure
that the maintenance, preservation, microfilming, destruction or other
disposition of the records of the City of Hillsboro are carried out
in accordance with the policies and procedures of the records management
program and the requirements of state law;
(10) maintain
records on the volume of record's destroyed under approved records
control schedules or through records destruction authorization request,
the volume of records microfilmed or stored electronically, and the
estimated cost and space savings as the result of such disposal or
disposition;
(11) report annually to the city council on the implementation of the records management plan in each department of the City of Hillsboro, including summaries of the statistical and fiscal data compiled under subsection
(10) above; and
(12) 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.
(Ordinance 94-02-15 adopted 2/15/94)
In addition to other duties assigned in this article, department
heads shall:
(1) cooperate
with the records management officer in carrying out the policies and
procedures established in the City of Hillsboro for the efficient
and economical management of records and in caring out the requirements
of this article;
(2) adequately
document the transaction of government business and the services,
programs, and duties for which the department head and his or her
staff are responsible; and
(3) maintain
the records in his or her 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 of Hillsboro
and the requirements of this article.
(Ordinance 94-02-15 adopted 2/15/94)
(a) The
records management officer, in cooperation with department heads,
shall prepare records control schedules on a department by department
basis listing all records series created or received by the department
and the retention period for each series. Records control schedules
shall also contain such other information regarding the disposition
of municipal 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.
(c) Before
its adoption a records control schedule or amended schedule or amended
schedule for a department must be approved by the department head
and the city council.
(d) Before
its adoption a records control schedule must be submitted to and accepted
for filing by the director and librarian a 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 94-02-15 adopted 2/15/94)
(a) A records
control schedule for a department that has been approved and adopted
under Section 1.809 shall be implemented by department heads 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 law suit,
or the department head request 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 by the records
management officer from the city council.
(Ordinance 94-02-15 adopted 2/15/94)
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 94-02-15 adopted 2/15/94)