HomeMy WebLinkAbout1987-1714 - Ordinance - 06/25/1987ORDINANCE NO. 171{~
AN ORDINANCE AMENDING CHAPTER I OF THE CODE OF ORDINANCES OF
THE CITY OF COLLEGE STATION, TEXAS, BY ADDING A SECTION PROVIDING
FOR THE MICROFILMING OF RECORDS{ REPEALING ALL ORDINANCES OR
PARTS OF ORDINANCES IN CONFLICT HEREWITH{ PROVIDING A SAVINGS
CLAUSE{ AND PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS,
L
That Chapter I o! the Code o! Ordinances o! the City of College Station, Texas, is
hereby amended by eddin8 a section, to be numbered section 27, which said section
shall read as followsl
"SECTION 271 RECORDS - RETENTION, DISPOSITION AND MICROFILMING
MICROFILMING OF RECORDS
The city secretary may provide for the duplication of city records by a
micro-photoSraph or microfilm process which accurately and permanently
copies, reproduces, or orisinates public records on film by followin8 the
procedures stated in the followin8 parasraphm.
(1) Types of Records That May Be Microfilmed
All books, papers, maps, photosraphs or other documentary materials
regardless of physical form or characteristics, made or received by any
alliency of the City of College Station in pursuance of any law, or in
connection with the transaction of the public business, and prepared,
preserved or appropriate as evidence of the organization, functions,
policies, decisions, investigations, procedures, opera,ions or other activ-
ities of the municipal governmant or because of the informaUonal value of
data containad therein, may be microfilmed by order of the city secre-
tary.
(2)
Standards Set
All microfilm will be of a quality to meet the standards required by the
United States of America Standards Institute for archival quality, density,
resolution and definition, emicept that microfilm intended only for short-
term use, as determined by the city secretary or her designee.
(3)
Reeponsibilities of OriRinatinR Department
(a) Requests and Certification - All requests tor the microfilmin8 of
records will come from the department and division heads or the person or
persons in charse of an offic~ Each such person shall check and cert,fy
that each microfilm record is a true and correct dupl,cation o! the
or,ginal record maintained in the files of their department or office,
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(b) Records and Index - An accurate record of ail microfilm shall be
maintained by the orll~inatin$ department, includinl~ an appropriate
index whereby any document, paper, book, map or photograph may be
retrieved as quickly as possible. Whenever such microfilm shall be
properly indexed and placed in accessible files, it shall for ail purposes
become an official record of the city.
(k) Disposition of Original PubUc Records
(a) Original public records which m'e microfilmed in compliance with this
ordinance may be destroyed at the direction of the city secretm-y with
the advice and consent of the city attorney, unless otherwise required
by Federal Law or State Law. Any original public record, the subject
matter of which is in litigation, may not be destroyed until such
litigation is final.
Refore any original public records are destroyed or disposed of, notice
shall first be given to the State Librarian or State Archivist, and if
such records are, in his opinion, needed for the State Library, the
records shall be transferred thereto.
(~) Public Access
The public shall have free access, upon request, to mformaUon in m{cro-
photographs or microfilms to which they are entitled under law. Indivi-
duals requesting copies of microfilms will be charged for the cost of
making the copies and, ii it is necessary to search or compile information
from the records, an additional charge will be made."
II.
That all ordinances or parts of ordinances in conflict with the provisions of this
ordinance are hereby repealeck
III.
Should any section, para&raph, sentence, clause, phrase or word of this ordinance
be declared unconstitutional or invalid for any purpose, the remainder of this
ordinance sh~ll not be ~ffected thereby.
IV.
It is hereby found and determined that the meeting at which this ordinance was
passed was open to the public, as required by Article 6252-17, V.A.T.C.S., and that
advance public notice of time, place and purpose of smd meeting was given.
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That this ordinance shall become effective upon its passase and in accordance with
the Charter of the City of College Statlon~ Texas.
PASSED AND APPROVED THIS THE 25th. DAY OF June
1987.
APPROVED:
ATTF_ST'-
Dian 3one~, ~f/Secretary
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