(A)
The
City Secretary, and the successive holders of said office, shall serve
as Records Management Officer for the city. 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 30 days
of the initial designation or of taking up the office, as applicable.
(B)
In addition
to other duties assigned in this chapter, 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 city 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 record keeping
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
on-site consultation;
(8)
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 municipal records control schedules are
in compliance with state regulations;
(9)
Disseminate
to the City Council and department heads information concerning state
laws and administrative rules relating to local government records;
(10)
Instruct department heads and other personnel in policies and procedures
of the records management plan and their duties in the records management
program;
(11)
Direct department heads 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 chapter;
(12)
Ensure that the maintenance, preservation, microfilming, destruction,
or other disposition of municipal records 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, including
summaries of the statistical and fiscal data compiled under division
(13) above; and
(15)
Bring to the attention of the City Council noncompliance by department
heads or other city personnel with the policies and procedures of
the records management program or the Local Government Records Act.
(Ordinance 314-90-03-13, passed 3-13-90)
(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 record keeping, 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 or her duties prescribed
by state law and this chapter 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, or microfilmed in accordance
with such records management plan.
(C)
State
law relating to the duties, other responsibilities, or record keeping
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 chapter and the records management plan adopted under it;
nor may the department head use state law as a basis for refusal to
participate in the records management program of the city.
(Ordinance 314-90-03-13, passed 3-13-90)
In addition to other duties assigned in this chapter, department
heads shall:
(A)
Cooperate
with the Records Management Officer in carrying out the policies and
procedures established in the city for the efficient and economical
management of municipal records and in carrying out the requirements
of this chapter.
(B)
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
(C)
Maintain
the municipal 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 and the requirements of this chapter.
(Ordinance 314-90-03-13, passed 3-13-90)
