(A)
The
Records Management Officer, in cooperation with department heads,
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 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 record keeping 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 must
be:
(1)
Submitted
to and accepted for filing by the Director and Librarian of the Texas
State Library as provided by state law, if a schedule is not accepted
for filing, the schedule shall be amended, made acceptable for filing,
and resubmitted to the Director and Librarian.
(2)
Approved
by the City Council.
(Ordinance 314-90-03-13, passed 3-13-90)
A records control schedule for a department that has been approved and adopted under § 34.31 shall be implemented by department heads according to the policies and procedures of the records management plan.
(Ordinance 314-90-03-13, passed 3-13-90)
(A)
A record
whose retention period has expired on a records control schedule shall
be destroyed, subject to division (B), below, 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 requests
in writing to the Records Management Officer that the record be retained
for an additional period.
(B)
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 314-90-03-13, passed 3-13-90)
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 of the Texas State Library an approved
destruction authorization request.
(Ordinance 314-90-03-13, passed 3-13-90)
A records center, developed pursuant to the plan required by § 34.31, above, 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 § 34.31.
(Ordinance 314-90-03-13, passed 3-13-90)
