The officer who by ordinance or administrative policy is
in charge of an office by the city that creates or receives records.
Any record of the city necessary to the resumption or continuation
of its operations in an emergency or disaster, to the recreation of
its legal and financial status, or to the protection and fulfillment
of obligations to the people of the state.
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 them
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.
Any record of the city for which the retention period on
a records control schedule is given as permanent.
A document prepared by, or under the authority of, the records
management officer which lists the records maintained by the city,
their retention periods, and other records disposition information
that the records management program may require.
The application of management techniques to the creation,
use, maintenance, retention, preservation, and disposal of records
for the purpose 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 and inactive records, control over the
creation and distribution of forms, reports, and correspondence, and
the management of micrographic and electronic and other records storage
systems.
The person designated in Section 1.404 of this article.
The plan developed under Section 1.405 of this article.
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 2012-16 adopted 4/3/12)
All municipal records as defined in Section 1.401 of this article
are hereby declared to be the property of the city. 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 2012-16 adopted 4/3/12)
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
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 2012-16 adopted 4/3/12)
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 state library within
thirty days of the initial designation or of taking up the office,
as applicable.
(Ordinance 2012-16 adopted 4/3/12)
The records management officer shall develop a records control
schedule that complies with minimum requirements established on records
retention schedules issued by the state library and archives commission.
(Ordinance 2012-16 adopted 4/3/12)
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;
(7)
Monitor
records retention schedules and administrative rules issued by the
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 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 records destroyed under approved records
control schedules or through records destruction authorization requests,
the volume of records microfilmed or stored electronically, and the
estimated cost and space savings as the result of such disposal or
disposition.
(Ordinance 2012-16 adopted 4/3/12)
