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<br />The Records Management Program shall: <br /> <br />(a) adequately protect the essential records of the city; and <br /> <br />(b) properly preserve city records that are of historical value; and <br /> <br />(c) establish criteria for city-wide and departmental records management <br />program compliance, including requirements for conducting <br />departmental records inventories, preparing retention schedules, <br />and certifying retention and disposition schedules and electronic <br />record keeping systems; and <br /> <br />(d) establish functional recordkeeping requirements to improve the <br />efficiency of record keeping and to ensure the creation of adequate <br />and proper documentation of the city.s activities and transactions; <br />and <br /> <br />(e) create policies to implement rules adopted by the Texas state Library <br />and Archives Commission and required by state law, including <br />requirements for public access, microfilming, electronic document <br />imaging, and electronic storage of city records; and <br /> <br />(f) create policies to address records management program requirements <br />and needs as technology evolves; and <br /> <br />(g) provide for review by the records management officer and records <br />coordinator and records management policy committee of all electronic <br />record keeping systems design prior to purchase or implementation of the <br />systems; and <br /> <br />(h) ensure the development and maintenance of up-to-date <br />documentation for all electronic records systems that will adequately <br />specify the technical characteristics of each system necessary to <br />read, process, or preserve city records until disposition of the records <br />is authorized; and <br /> <br />(i) provide for the creation of adequate audit trails; and <br /> <br />(j) incorporate electronic records management objectives, responsibilities, <br />and authorities in pertinent city directives, policies, and procedures; <br />and <br /> <br />(k) ensure the ability to access city records regardless of form or medium. <br /> <br />The records management program requirements, policies, and procedures are binding on <br />all city officers (elected and/or appointed), all city employees and all departments, offices, <br />agencies, divisions, programs, commissions, bureaus, boards, committees, task forces, ad <br />hoc committees, and similar entities of the city. <br /> <br />Page 11 <br />