§ 2-87. Records management officer  


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  • The city secretary shall serve as the "records management officer" for the city, consistent with V.T.C.A., Local Government Code § 203.025 and successor statutes. Each successive holder of the office shall file his or her name with the director and librarian of the Texas State Library and Archives Commission within thirty (30) days of their appointment or designation to the office, or as may be required by state law.

    (1) The city declares that the records control schedules complying with the Texas State Library and Archives Commission's minimum requirements records retention schedules are the city's records management schedules. The city secretary shall develop administrative rules for electronic records consistent with V.T.C.A., Local Government Code § 205.003(a), as amended, for records subject to the rules.

    (2) Duties of city secretary (records management officer). In addition to other duties assigned in this chapter, the city secretary shall:

    a. Review the records management program on a regular basis and propose changes and improvements if needed;

    b. Actively support and promote the records management program throughout the city;

    c. Administer the records management program and provide assistance to department directors and records liaison officers in its continuation;

    d. Provide records management advice and assistance to all city departments by preparation of a records management policy containing the policies and procedures of the records management program;

    e. Plan, formulate, and prescribe records disposition policies and procedures, systems and standards;

    f. In cooperation with department directors and records liaison officers identify essential records and establish a disaster records management plan, outlined in the records management policy, 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;

    g. Develop policies and procedures, outlined in the records management policy, to ensure the permanent preservation of the historically valuable records of the city;

    h. Establish standards for filing and storage equipment supplies for recordkeeping;

    i. Study the feasibility of and, if appropriate, establish a uniform filing system and a forms design and control system for the city;

    j. Provide records management advice and assistance to all city departments by on-site consultations as requested by department directors and/or records liaison officers;

    k. Monitor records retention schedules and administrative rules issued by the Texas State Library and Archives Commission to determine if the records management program is in compliance with state law and administrative rules or regulations;

    l. Disseminate to the department directors and records liaison officers information concerning state laws and administrative rules or regulations relating to local government records;

    m. Instruct records liaison officers and other personnel in the methods and procedures regarding the records management program;

    n. Ensure that the maintenance, preservation, microfilming, electronic storage, destruction, or other disposition of city records (local government records) is carried out in accordance with the methods and procedures of the records management program and/or the policies and procedures of the records management policy and the requirements of state law and administrative rules or regulations;

    o. Report annually to the city manager on the records management program; and

    p. Bring to the attention of the department directors, records liaison officers and/or the city manager the non-compliance by city personnel with the methods and procedures of the records management program, the policies and procedures of the records management Policy, the Local Government Records Act and any administrative rules or regulations.

(Ord. No. 12-037, § 2, 7-26-12)