§ 2-242. Records management officer.

(a)

Designation. The city secretary and the successive holders of said office shall serve as town records management officer. As provided by state law, each successive holder of the office shall file his name with the director and librarian of the Texas State Library within thirty (30) days of the initial designation or of taking up the office, as applicable.

(b)

Duties. 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 town records;

(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 town;

(7)

Monitor records retention schedules and administrative rules issued by the Texas State Library and state 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 town 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 town 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;

(11)

Report annually to the town council on the implementation of the records management plan in each department of the town, including summaries of the statistical and fiscal data compiled under the provisions of this article; and

(12)

Bring to the attention of the town council noncompliance by department heads or other municipal 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.

(Ord. No. 130, §§ 5, 7, 4-14-1992)