HomeMy WebLinkAbout1990-1839 - Ordinance - 01/25/1990ORDZ~I'CE MO. $839
AN ORDINANCE AMENDING CHAPTER 1, SECTION 27 OF THE CODE OF
ORDINANCES OF THE CITY OF COLLEGE STATION, TEXAS, RELATING
TO RECORDS MANAGEMENT~ PROVIDING A SAVINGS CLAUSE; AMD,
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the 71st Legislature of the State of Texas enacted
a Texas Local Government Records Act, with the goal of
establishing uniform guidelines to support efficient, cost-
effective recordkeeping in local government office through
the state, while at the same time preserving our documentary
heritage~ and,
WHEREAS, the Local Government Records Act sets out the
duties and responsibilities of local government officials
and the Texas State Library and Archives Commission in the
preservation, microfilming, destruction, and other
disposition of local government records; and,
WHEREAS, the Local Government Records Act prescribes that on
or before June 1, 1990, the governing body of each local
government shall designate a records management officer, and
that the designation may be an office or position, the
holder of which shall be the records management officer~ and
WHEREAS, the city Council of the City of College Station
desires to comply with the regulations established in the
Local Government Records Act;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF COLLEGE STATION, TEXAS,
THAT, Chapter 1, Section 27, of the Code of ordinances of
the City of College Station, Texas, is hereby amended by
adding a new sub-section, to be numbered 27.F, which said
section shall read as follows:
"F. RECORDS MANAGEMENT OFFICER
Designation of Records Management officer. The
city Secretary, and the successive holders of said
office, shall serve as Records Management officer
for the city of College Station. As provided by
state law, each successive holder of the office
shall file his or her name with the director and
librarian of the Texas State Library within thirty
days of the initial designation or of taking up the
office, as applicable.
ORDINANCE N0.1859 PAGE 2
2. Duties of Records Management Officer. In addition
to other duties assigned in this Section, the
Records Management officer shall=
(a)
(b)
administer the records management program and
provide assistance to department heads in its
implementation~
plan, formulate, and prescribe records disposi-
tion policies, systems, standards, and proce-
dures~
(c)
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
re-establish operations quickly and with
minimum disruption and expense~
develop procedures to ensure the permanent
preservation of the historically valuable
records of the city~
(e) establish standards for filing and storage
equipment and for recordkeeping supplies~
(f)
study the feasibility of and, if appropriate,
establish a uniform filing system and a forms
design and control system for the city of
College Station~
(g)
provide records management advice and asssis-
tance to all city departments by preparation of
a manual or manuals of procedure and policy and
by on-site consultation~
(h)
monitor records retention schedules and admin-
istrative rules issued by the Texas State
Library and Archives Commission to determine if
the records management program and the city's
records control schedules are in compliance
with state regulations~
(i)
disseminate to the City Council of the City of
College Station and department heads informa-
tion concerning state laws and administrative
rules relating to local government records~
ORDINANCE NO. 1839 PAGE 3
(J)
instruct Records Liaison Officers and other
personnel in policies and procedures of the
records management plan and their duties in the
records management program;
(k)
direct Records Liaison officers or other per-
sonnel in the conduct of records inventories in
preparation for the development of records con-
trol schedules as required by state law and
this section;
(1)
ensure that the maintenance, preservation,
microfilming, destruction, or other disposition
of city records is carried out in accordance
with the policies and procedures of the records
management program and the requirements of
state law;
(m) 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;
(n) report annually to the city Council on the
implementation of the records management plan
in each department of the city of College Sta-
tion, including summaries of the statistical
and fiscal date compiled under Subsection
F.2(m)
(o)
bring to the attention of the city Council non-
compliance by city personnel with the policies
and procedures of the records management pro-
gram or the Local Government Records Act.
II.
That all ordinances or parts of ordinances in conflict with
the provisions of this ordinance are hereby repealed.
III
Should any section, paragraph, sentence, clause, phrase or
word of this ordinance be declared unconstitutional or
invalid for any purpose, the remainder of this ordinance
shall not be affected thereby.
ORDINANCE NO. 1629 PAGE 4
IV.
That this ordinanoe shall become effective ten days after
its passage and in accordance with the Charter of the City
of College Station, Texas.
PASSED AND APPROVED THIS THE 25th DAY OF JANUARY, 1990.
ATTEST:
city S~c~ Dian Jones
APPROVED:
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