Res 2007-086 - Laserfiche WebLink

Home Browse Search

Each records retention and disposition schedule must be monitored and amended as needed by the records management officer and records coordinator on a regular basis to ensure that the schedule is in compliance with records retention and disposition schedules issued by the state and that the schedule continues to reflect the record keeping procedures and needs of the department and the records management program of the city. Before its adoption by the city council, a records retention and disposition schedule or amended schedule for a department must be approved by the department director and the records management Officer. After city council adoption, a records retention and disposition schedule may not be implemented until the schedule or a written certification of compliance has been submitted by the records management officer and records coordinator to and accepted for filing by the director and librarian of the Texas state Library and Archives Commission, as provided by state law. If a schedule or certification of compliance is not accepted for filing, the schedule must be amended and re-submitted to the city council for adoption to make it acceptable for filing. The records management officer and records coordinator shall file with the director and librarian of the Texas state Library and Archives Commission all approved records retention schedules and amended records retention schedules. Section 15. IMPLEMENTATION OF RECORDS RETENTION AND DISPOSITION SCHEDULES; DESTRUCTION OF CITY RECORDS UNDER SCHEDULE. The department director and records liaison person of a department for which a records retention and disposition schedule has been approved and adopted shall implement the schedule in accordance with the requirements, policies, and procedures of this records management program and state law. A department director or records liaison person shall notify the records management officer and records coordinator when a city record is eligible for disposition and shall prepare and submit to the records management officer and records coordinator a records disposition request, if required by the applicable the records retention and disposition schedule, as a condition for disposition of the city record. Before a city record is destroyed under an approved records retention and disposition schedule, the records management officer and records coordinator must obtain authorization for the destruction from the records management officer and records coordinator, unless the approved schedule specifies that the record may be destroyed without additional review or authority of the records management officer and records coordinator. A city record whose retention period has expired on an approved records retention and disposition schedule must be destroyed unless: (a) a request under the Public Information Act is pending on the record; Page 16