§ 2-290. Records management officer.  

Latest version.
  • (a)

    The city secretary shall serve as records management officer. As provided by state law, each successive holder of the office of city secretary shall file his name with the director and librarian of the state library within 30 days of the initial designation or of taking the office, as applicable.


    In addition to other duties assigned in this division, the records management officer shall:


    Administer the records management program and provide assistance to department heads in its implementation;


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


    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 reestablish operations quickly and with minimum disruption and expense;


    Develop procedures to ensure the permanent preservation of the historically valuable records of the city;


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


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


    Provide records management advice and assistance to all city departments by preparation of a manual of procedure and policy and by on-site consultation;


    Monitor records retention schedules and administrative rules issued by the state library and archives commission to determine if the records management program and the city's records control schedules are in compliance with state rules;


    Disseminate to the city council and department heads information concerning state laws and administrative rules relating to local government records;


    Instruct records liaison officers and other personnel in policies and procedures of the records management plan and their duties in the records management program;


    Direct records liaison officers 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 division;


    Ensure that the maintenance, preservation, microfilming, destruction or other disposition of the city records is carried out in accordance with the policies and procedures of the records management program and the requirements of state law;


    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;


    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 subsection (b)(13) of this section; and


    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, V.T.C.A., Local Government Code § 201.001 et seq.

(Code 1968, §§ 2-135, 2-138)