HomeMy WebLinkAboutORD 1390 - ORD Relating to Records Management Amending he Code of ORD
l
n
[._1
r
;;. ~
317
CITY OF WEST UNIVERSITY PLAqEJ)
,ORDINANCE NUMBER"1390
AN ORDINANCE RELATING TO. .RECpRDSMANAGEMENT;; AMENDING THE CODE OF
ORDINANCES OF THE CITY OF WEST UNIVERSITY PLACE, TEXAS; CONTAINING
FINDINGS AND PROVISIONS RELATING'TO THE SUBJECT.
~t .
; ') ..)...
WHEREAS"Title 6, SubtUle C6f the Texas Local Gove.rnment Code
(Local Government Records Act) provides that a municipality must
establish by ordinance> an active and'continuin-g\ records management
program to be administered by a ,Records Manage'meintOfficer; and
'-.#....,.
WHEREAS, the City of West University Place, Texas (the "City")
desires to adopt an ordinance' for> that )purpose and to prescribe
policies and procedures consistent with the Local Government Records
Act and in the interests of cost-effecti'veand efficient; recqrdkeeping;
NOW ,THEREFORE, " . -, , / :)'
:-".",,; t
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WEST UNIVERSITY
PLACE, TEXAS:
\
Section!., "'Article IX of Chapter 2 (SectioJiI;s,.:2...111 through 2-127)
of the Code ofOrdiinances; ,of tl:1e City of West Uniiverstty Place, Texas,
is hereby amended to readinr'Hsr"entiretyasfollowS:'
ARTICLE IX. RECORDS'MANAGEMENT
; i .~,
; ;"; c;
Section 2-111. Definition of City Records.
(a) All documents, papers";';letters,(;,books,,.ma:ps, photographs,
. soundor,vi.deo recordings" rnkY(ofilni, , magnetic .tape , electronic
iTiedia", or'other :.jnformation,.i'ree:ord'ingmedia, regardless of
physicalformorcharacteri~tic and regardle'ss 'of, whether public
access to it is open' or:;restrictedunder ;the, laws of the state,
created or received by the City or any of its officers or
employeespLirsuantto law" intludingan ordi.nance",or in the
transacti on of public b'us-i.ness ,:except,as.:provi;ded below, are
her,eby declared to' ~be;the ,records df:ithe:Cityandi~hall be created
maintaine'd and disposed of in:.accordance with -the provisions of
thi sArti c:le or ,procedures author,i'lfed by it and in no other manner.
(b) The term IIrecords.. doesnotinc1ude:
- ~: t \" !
~ ,
. (A) extraident.ical copies of documents created only
for convenience" of reference or research by>officers or employees
of. the Ci ty;
(B) notes, journals, diaries, and slmilar documents
treated by an officer or 'employee of' the, City.for;,theofficer's or
emp 1 oyee' s persona 1 converri etrce;"; j "
~__I~-
'~...~I..u.._._"'~
Ir1:ttr:r~:1t:::1!:1:lIl...t:mll1m:!lIIIl!J:'lr ,.
I''''
.u,...",."".,~'"
, :I r-!IIIlf ~lJ[!J[Jl~ :1]11" ~'1 JLI
JIIlIITT-:--~
LEI' ' 1_ 11- -- '-~ . [r ...LI
'~
Ordinance Number 1390
318
. ,
,purposes
(Cl)) \ blank forms;
(D) stocks of publications;
(E) library and museum materials
df, re!fere'nce or di splay;,
'! ',. '. "
, ~i
,.-----..,
',-----,
acqu i red sole ly for
(F) :'aopies of documents in any media, furnished to
members of the public to which they are entitled under Chapter
424, Acts of the 63rd Legislature, Regular Session, 1973 (Article
6252-17a, Vernon.s Texas Civil Statures), or other state, law; or
, .
, '" -.,r\
CG)'" any other items" heretofore or hereafter excepted
from the definition of IIrecordsllor .the' scope of the Local
Government Records Act un~er or pursuant to state law.
Section 2-112~'- Additional JDef.in.itibns.
"
(1) , IIDepantment ;head" ,means - jthe: officer who: byordi nance, order
or administrative policy is in charge of an office of the
City that creates or receives records.
, . '
; ,
(2) IIEssential recordll means any record of the City necessary to
the resumption or continuation of operations of the City in
an emergency or di saster'~' to the re..,cr,eatton of the 1 ega 1 and
financi'~a'l status of th,e ,City, or the protection and
fulfinment of obligations "to the people of the state.
(3) IIPermanent record II means any record of the City for whi ch the
retention period on a records control schedule is given as
permanent.
(4 ),II:Records' control sch.edu lell means a document prepared by or
, under the authori ty:of the Records Management Offi cer 1 is t i ng
the records maintained :bythe, City, their retention periods,
and oth'er' records d is pos it i on i nformat ion tha t the records
management' program~may. require.
(5) II Records manag~mehtll means the application of management
,techniques to ,the cre:ation, use, maintenance" retention,
preservati'on ,and di sposa lof records, for the purposes of
reduCing the, costs.' and improving the efficiency of
recordkeepi ng. The 'term i nc 1 udes the deVe 1 opment of records
control schedules, the management of filing and information
retrieval'systems, the protection of essential and permanent
records, the economical and space-effective storage of
inactive records, control over the creation and distribution
of forms, reports~ and-correspondence, and the management of
micrographics and electronic and other records storage --------.,
systems.
'---...J
(6) IIRecords ,liaiSon officersll mean the persons .so designated in~
accordance with this'Article.
~~ J
Ordinance Number 1390
319
n
,
(7) II Records management') icommi ttee.. means: the
established as such in =thisArticle.
committee
(10) IIRetention periodll means the minimum time that must pass
after the creation, redording,' or receiipt of'a record, or the
fulfHlment ofcerta~riactions asso'ciatedwith a record,
before it i: el~~ible for destruction.
Section 2-113. Ci ty Records Declared Publ ic;P,~operty.
All City records as, defined inl this,.Article ,'are hereby
declared to be the property of (the City.'" NaGity official or
employee has, by virtue, of his or her position, any personal or
property ri ght to such records even though he or she may have
deve 1 aped or compi 1 edthem'~ Theunauthorizeodestructi on , removal
from files; or use o;f,;su~h records'is prohibited.
j
Section 2 -114. Poli cy~ ;L,' '0 .'
It is hereby declared to be the po,licy"of':'the City to provide
for effi ci ent, economi:ca 1 , and effectiv,e!j ,con'tro 1 s over the
creatiOn, distribution, i"o;r'ganization, maintenance, use, and
disposition of all the City's records through a comprehensive
system of integrated procedures for the management of records from
their creation tOJ'theirultiimate dispos:ition, consistent with the
requi remeflt:of the :-Texas Lo~a 1 Government Records 'Acta.nd accepted
records managemen.-tpractice'. .'
Section 2-115i iiDes'i gnationof Records Management Officer.
The Ci:ty Secretary, and the successive holders of said
office,s'hall :serve as Records,.'Managementi:!Offtcer for the City.
As provided bYi)lstate';law',,':each:,success,ive holder bfthe office
shall file his or. her name w.;th the director an.d ,libr,arian of the
Texas Sta;teL ibrary within thirtydaysofthe'initiabdesignation
or of takltig;'lJp-it~e\office, as applicable.
Section 2-116.
Duties.
Establishment of Records Management Committee;
A RedordsManageme'nt'Commlttee consisting ,of the Records
Management Officer, the City Manager, the'Director, of Einance and
Administration, the Director of Public Works~ the fire Chief; the
Chief of!Po:Vicea'nd' two Records Liaison Officers designated by the
Records Ma'nagemerit "Offi)cer,is :.hereby estabhi!shed. The committee
sha 11 :
.. I
J'
.... t
. 1[ qjll!HTI!ElIlJIDmI]H '1j'1.']T![
'..JIIMIII!!lIllfi"l!I
-Elill[l~~" 'c ['-' ,---
i I "1!I::l1--'---["""--1I ~ ~~ --
Ordinant~fiumber. 1390
320
(1), assi st, the Records' Management Offi cer in the' development of
policies and, procedures ,,;governing the .',records management
program;
~
,
r
. " . II 0" ..'
(2) review the performance of the program on 'a: regular basis and
propose changes and improvements if needed;
. -
'--..-.!
(3)
review and approve records control, schedules, .$,ubmitted by the
Records Management Officer;
ii
, , ,
(4), , g,i ve fJ'na 1 appr:oval"!, ,to' the'" destructi on. of records
'. : accordahc;:e. w;;th al1fprovedH'1ecor,dscontrolschedules; and
in
. i '.'
i 'I .1
(5) actively support and promote the records management program
, throughout the, C i ty.i
Sectiun 2~1}1. Records ,Management Plan to be Developed; Approval
of Pl all'; ,Authority to Pl an. ::,"
'; "
(a)d "Thej Records', 'Management Offtcer and the Records
Management' Gommi ttee _"shall, de.v.e lop a records managem~nt plan for
the City fo:n> submission to i the!, City Council. ' The plan must
contain policies and procedures designed to reduce the costs and
improve the effi ci ency of recordkeepi n:g,. to. adequat~'ly protect the
essential records of the City, and to properly preserve those
rec6r,dsof"th~,City that are- ohbistoricalvalue. The plan must
bedes'igned ,to' 'enab.le the Recbrds:Management, Officer to carry out
his or her':duties,' ,prescrlbed by' sJtate :law and this Article
effec t i ve:~~y'.""i ~ '.".
""'\
I
I
i I
~
(b)' Once: approved by the City ,Council the record~, management
plan shall be bindtng on ''a,l1 offices, d,epar,tments, divisions,
programs, commissions, bureaus,; boards., ,,;committees, or similar
entities of the City, and records shall be created, maintained,
.stored; and:microfilmed.in accordance'with the 'plan.
(c) State" law, relating, ,to: ,the duties, other
responsibilities" ,orrecordkeeping requirements of a' department
head 'dondt : exempt. the'department. .h~ad, or ..the records in the
.department head '-s' care-' f,rom' the. a'ppl ication of this Article and
the records;managem~ntplan, adopted ul1de,r;itaJld may not be used
by the department" head"'.asa b.asi:s: for' refusal. to participate in
the records management program of the City.
..' . .
Section 2-118. Duties of Records Management Offic~r.
In addition to other,Jduties assigned.tn "this Article, the
Records, Management Officer shall:
" '
(1) ,administer .the rec;:ords' management,:program.'and; provide
assistance -to department headsi.n its ,implementation;
,~,
I
I
,~
.< 'p
(2) plan, formulate, and prescribe records disposition policies,
systems, standards, and procedures;
.,Ordi'nance Number 1390
321
n
(3) in, cooperation with department heads :jdentify'essential
records' and establish a disaster plan for each City office
and department'toens'ure maximum availability of the records
in order to re-establ ish. operations quickly and with minimum
disruption and expense;
(4) develop procedures to ensure the permanent preservation of
the" histor',cally valuable: records of .~he c,ity;
(5) establish standards for filing and storage equipment and for
recordkeepfngsuppli'es;' '
(6) study ,the feasibility of and, if appropria'te', establish a
uniform fil i ng sys tem" and a forms des i 9n and- control system
for the City.
n
"---
,(7) provide':records management advice, and assistance to all City
depa',rtments by preparation' cof' ,a ,manual or manuals of
. proc~,dure and policy an,d by on~site consulta~ion;
monftor records retenti on'; schedul es and admtn,i strative rul es
issued by the 'Texas State: Library and Archives Commission to
'deterli1i ne ' if the recot.ds managementprd.gram' and the City. s
records control schedules are 'in' ~o~pliance with state
regu'lations;
(8)-
, (9)
disseminate to the Council and department heads information
cO!1cerning' state :laws )and,!;,administra't~i:ve !:rul:es relating to
loca 1: government recd'~ds;; .~ . - " "'.., :,' .
'.J/
'" :L ...{; ..,i., ,r)f": '. :c ,")\"./"[
(10)' instruct Records 'Uaison Of:f)i;ce~s andiothe,rl:personnel in
";policie's,,'and 'procedar~s ot,the re,cords,-: mana:gement plan and
the:ir duties in ,the~ecords.)marragement:;program;.' . ',!
, > . . 'Jr" ii i ~ ' -f, "\
. - - ": "; . '.... : ~> . '",'
(11) direct- Records 'L fa i son OffiCers1or :other ,person'fle 1 in the
:conduct ,,' ,of,' records' inventories' in :-Jrpreparation: for the
deveTopment or" tecor'as~ contro~: schedul eS'''a:s requi red by state
1 awl and' this 'Arti'c1~";; ; , ~ ",'
[J
, . ; ~ ..: ' . j ~ .
(12) ,'ensupe that the ma4ntenance.,,:preservatfioh, microfilming,
, : destruc'tfon, -'or' other: ,dis,posit,ion ,of-: recdrds is ,carried out
in accordance with ,the JpoHcfesr and procedures 'of the records
.manag~ment prcigram~and;the 're~uirementstdf,~tate law;
(13) ma inta::j n records one: the vo 1 ume of records - des troyed" under
approved records contro 1 schedu 1 es , the . vo'l ume of records
microfilmed or stored electronically, and the estimated cost
>'and'space.' :savings~i;ai;," the'.result)f Jof'J:,~such disposal or
disposition;'~~'-
(14) report annually to theCoundl on the imp:lementatio!1 of the
records management', p1an 'in:" ea'ch" de'partment' of the City,
including summaries of 'thestatisti,cal and' fiscal data
compiled under Subsection (13); and
L........_~.__ _'----''. L _ ._. _, Jr::::'jl,......J.l,,---.IL ....I,: _____.]::Iif!L", .
h ,ill 11II1IIIInU"'1
IICID' ~[IullIl]Jljj[jnil.11i '
I'
.. I
. :! !]!!!nll[!lru~r.Il!l.. :111.
:.....J..ljlllilll~,..lt
l.:.~.:!]lT.....--. i' l~ ... -II
-.rr=o~ ,--''---~ ,-- , ------, ,.
322
Ordinance Number 1390
(15). bring to the attention of_ the' Council non~~ompJiant~ by
department hea.ds or' other Gouncj 1 personne,l ~with the pol i ci es
'and procedures ,of the records management program or the Local
Government Records, Act. : . " ----.)
Section 2-119. Duties and Responsibilities of Department Heads.
In addition to other:dut,ies' ~ assigne,d'-.' in" this Article,
department heads shall:
x. .
(1) cooperate with the' Records: Man~,g~ment Officer,'in carrying out
the policies and procedures established in the City for the
efficient and economical . management ,,_of,,_records and in
carrying out therequiremen:ts of this Article.
. ~. > i.
(2) adequately document the transaction of government business
a'nd the services,' programs, and, duties for which the
department head and his or'her staff a,re;r,esponsible; and
. ! ;
(3) maintain the records in his or her care and carry out their
'.preservation" mi!crofi.lming, destruction" Qr:Qther disposition
on lytn accordance wi th .:thepol i e,i es and ,procedures of the
records" !TIanagement progy.'aIJL,~'of.the CHy,ar;ld the requirements
,of this Article. ' \!
Section 2-120. Designation of Records L{ai~~n'6fficers.
" .
"'" , .
Each ,department head sha 1>1 ~es i gnate a member of hi s or her
staff to serve as Records LiaJson Officer for; th~' implementation
of the records management program in the department. If the
Records Management flf'H'cer determines, that to, t,tJe; bes,t interests
of the records management program more than cone, Records Liaison
Officers~ou.ld be de!stgmated :for a -department, ,the department head
shall designate the number of Records Liaison Officer specified by
the Recor.dsMana,gement',Officer.' "f.iPersonnel designated as Records
Li a'i son Pflf;i cers sha ]-1 ,be ,thorough ly,c; fami 1 i ar; :with:a 11 the records
created Q.nd".-maintained;.by-- the!,)departm~nt;',a,rrc,L,shall have full
access to all records of the C:i:ty; ma;;ntained",by:the department.
In the event of the resignation, retirement, dismissal, or removal
byactibn of 'it he.' dep.ar.'f;ment ,hea'd., oJ a;per:~e,1J d~~jgnatecl as Records
,Liaison iOfficer,the:',~department. head sh:a,H:,'promptly designate
another person, to, fi III ,the vacancy., A, d.epartJllent' head may serve
:as Records Liaison Officer for ,his or her department.
"---/
Section ,2-1'21i.
. Offi ce'rs. "
,Dut i es and Res pons i bi 1 it i,es.; of Records Li a i son
"
, ,
.. . .
,Inaddiltion:toother duties;:;assigned in:this, Article, Records
Liaison Officers shall: -
(1) conduct" or : supervise the' conduct, of,i nventori es of the
records of the department in 'preparation for ,ttle cleve 1 opment of
records control schedules;
~
[
[J
II[
I I
i I
U
('
~ ~
Ordinance Number. 1390
32,a
(2) in cooperatio~ with, the Records M~nagement Officer coordinate
and implement the policies and, procedures of the records
management program in their departments; and
(3) disseminate. info,rmation, to department; staff concerning the
records management program~~:
Secti on 2-222. 'Records' ControJ ': Schedul es' to ,be ~ ,Developed;
Approval; Filing w1th State.
(a), The :'RecordsManagemerit 'Officer;, in cooperation with
department heads and Records Liaison OffiCers, shal,l prepare
records' control schedules on a department ,by ,department basis
1 i stin~a 11 records created ,or;:received by" ,the department and the
retention period for each' reco'rd., Records ;control..schedules shall
also contain such other information regarding the disposition of
City records as the records 'management ,plan .mayreq(i:ire.
(b) ,Each records control schedule shall be, monitored and
amended as needed by, the Records: Management Officer on a regular
bas is' to e'ns'ure: that. it,) d.s. in ,;comp 1 i ance with;, records, retenti on
schedules'issued':Dythe~;-s;tate .and that it continues, to"r.eflect the
recordkeeping ,p'rocedures a,ndneeds, of the: department and the
records management program of the City.
(c) Before its ,ado~tion ',a' records' ,control schedule or
amended schedule for a department must be approved by the
'dep~rtment head and the; Recidr'dsMan-agement Comn:'ittee'.
". ".' . : ~' ' '.. "I ~}. . ,1 .' _ ~ _ .'
(d) Before its adopt>ion~ a ~pecor.ds control schedule must be
submitted to' aild"atcepted. fOy,'i filing by)the:-:director and librarian
, as, provided by state 'la,W.i~ Ifa:,~schedu,le);,is. not "a,ccepted for
filing, the'schedul'e:S'ha'll be.'ainEm'ded'ito make it,acceptable for
filing. The Records"~Management,Offjcer shall submit,the records
control schedules' rtothe.. d~irector :and :lfbrarian;i'"
- " ',\""" : ~.." {
Section 2-223. ,Implementation -of Records Control Schedules;
Destruction of Records ,unde.r.:Schedule. ,I, ':;, :,
,'(f
, '(a) 'A records cc5ntro"l, schedule 'for ,a:..:,department that has
been :approved. and .a'dopted'iinder-thi sArti aTe sha 11 be . impl emented
by department heads and" Records Li ai SCl'ri):' Off,i,cers~accord,i ng to the
policies and procedures of the records management plan.
, J
. ,.
(b) " A record whose :r:etent,i on' peri od has, expi red on a records
, control schedule shall be C1estroyedun,less: 'an open recor.ds request
is pendi ng on the -recford ~ 'the 'subject matter: 'of ,the record is
pertinent to a pending law suit, or the department head requests
i:n writjng'to the Records' Managemei1t"Comnii.ttee~that :.the record be
. retained for an, additional period.;, '
(c) Pri or to the des tructi on of a record under an approved
records' control schedu,lel~ I authorization ,for the destruction must
~-I..~I:-=-::I.-
I"
~_..
..... .._rt~ C,:D:::U. .mII.. I: .
.:. I
. ]!!::HlIIHl][IIIl'!lII:!E1) u:rJl:'.
.. ..lIIIIlI1IIITVIlWJJrT'
-'LJ![TO'-'l' " r' 'lJ""--,...---'-E::.l1 .. '"
.._~
, Ordinance Number 1390
324
" .
be, 'obta i'ned by the 'Records. Management: Offi cer from the Records
Management Committee. "',)
;l
: I
~
"
(d) Records' may a 1 so be des troyed as authori zed by Chapter
204 of the Texas Local Government,Gode (relating, to microfilming)
or by other applicable state law.-,
Section 2-224. Destruction of Unscheduled Records.
C.-, :
A record that has not yet been 1 i sted" on a'n' approved records
control schedule may :be; destroyed; ,if its destruction has been
app'roved :'hi ' the' same" manner:. as 'a record qestroyed' under an
approved schedul e' and the Records:Management Offi cer has, submi tted
to;and ,received back from the director and librarian an approved,
destruct1 onauthorj zati on . request~ ," " ..'
Se'Ction 2.,.225. ., Records, Center. '
A records center, developed pur$uan.t to the, p'l an requi red by
this Article, shall-be under, the d,irectcontrol-,and supervision of
the' Records, Mana'gement Offi cer. '_ '.. Po 1i c,ies and procedures
r.egulating' 'the operations.and' use of the, y:ecords: center shall be
contained, in, 'the ,records ma,nagement, plan 'd~vel.oped ~nder this
Article. "
SectJi on 2...226.', Mi crog,rapJjlj cs . .,'i:
Unless. ,a ;<mj crographks:,. programirr ,a .- department is
specifically exempted by order of the Council, all microfilming of
records wi'H' be 2centralized..cand"under. the ,direct' supervision of
the Records:) Management Offi cer..~) The records management- plan wi 11
establi,sh, 'po:1ficies "and proced.ures, for, the microfilming of City
records, 5ncluding :p,ol,icies to!:~nsure that, all, microfilming is
done in ,accordance' :with "standar,ds ,and ,procedures: for the
microfilming, -of :local'governmeot,recQJrds :established in rules of
the Texas State Library and Archives Commission. The plan will
also establish criteria for determining tne eligibility of records
for mi crofilmi ng, and i'-protocols, for ensuri ng that a mi crofilmi ng
program that is exempted from the centralized operations is,
nevertheless, subject',to'peri.od'ic,review by the records management
officer as to. cost~efifecti venes,s', ,admini str9.ti,ye effi ci ency, and
'compliance<with c,ammissionrules. ,
" ,
.. . . . , .' .
, . J' .
Section 2. This ordinance shall take e'ifect"'upon its passage and
approval.' Existi'ng records 'retent,ion, sched,u.1.es, shall continue to be
applicable until, theyarereplacec! by new sch,edules 'adopted under the
amended'Article adopted by this ordinance.
(~,
I I
I I
U
':-.l ;',;
Section,3.e, All 'ordinances ;and,-'ipartsof ordinances in conflict
herewith are hereby repealed, to the extent' of t~e confl,ict only.
~"'"
i
i I
: I
u
'Section 4. If any word, phrase, clause"sentence, paragraph,
section or other part of this ordinance or the appl ication thereof to
any person or circumstance, shall ever be held to be invalid or
Ordinance Number 1390
325
[
unconstitutional by any court of competent jurisdiction, the remainder
of this ordinance and the application of such word, phrase, clause,
sentence, paragraph, section or other part of this ordinance to any
other persons or ci rcumstances s ha 11 not be a ffected thereby.
Section 5. The City Council officially finds, determines and
declares that a sufficient written notice of the date, hour, place and
subject of each meeting at which th'is ordinance was discussed,
considered or acted upon was given in the manner required by the Open
Meetings Law, TEX. REV. CIV. STAT. ANN. art. 6252-17, as amended,
and that each such meeting has been open to the publ ic as r~quired by
law at all times during such discussion, consideration and action. The
City Council ratifies, approves and confirms such notices and the
contents and posting thereof.
,PASSED AND APPROVED ON FIRST READING this
November , 1990.
26th
day of
Voting Aye:
Voting No:
Absent:
Mayor Higley, Councilmembers Sell, Jenkins, Watson
None
Councilmember Redeker
[
PASSED AND APPROVED ON SECOND READING this
, 1990.
Voting Aye:
day of
Voting No:
Absent:
Signed:
Laura C. Higley, Mayor
ATTEST:
Approved as to Form:
Audrey Nichols
City Secretary
James'L. Dougherty, Jr.
City Attorney
lJ
(SEAL)
.. II
I II :11' il
't';,11
lliil".'II!!:l[li(il
ii::}\"i'I'miHIlfIl"-";' .
idfIIITTI"!:iFllllfliriIiiIUniJlll1Fh ,.
I',' ,