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<br />Section 1. STATEMENT OF POLICY
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<br />The City of San Marcos, Texas recognizes its responsibility to the public to manage, protect,
<br />preserve and make available city records.
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<br />It is the policy of the City of San Marcos to provide for efficient, economical, and effective
<br />controls over the creation, distribution, organization, maintenance, use, retention, and
<br />disposition of all records of the City of San Marcos. This program will be implemented
<br />through a comprehensive system of integrated procedures for the management of records
<br />from their creation to their ultimate disposition, consistent with the requirements of the Local
<br />Government Records Act, the Public Information Act, the City Charter, the Texas State
<br />Library and Archives Commission and accepted records management practice.
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<br />Section 2. CITY OF SAN MARCOS RECORDS
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<br />All city records must be created, maintained, and disposed of in accordance with this
<br />program and all requirements, policies and procedures established pursuant to this program,
<br />and in no other manner.
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<br />Section 3. DEFINITIONS
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<br />APPROVED RECORDS RETENTION AND DISPOSITION SCHEDULE means a records retention
<br />and disposition schedule that has been:
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<br />. approved by the records management officer and records coordinator;
<br />. adopted by the city council by resolution; and
<br />. filed by the records management officer and records coordinator and approved by
<br />the director and librarian of the Texas State Library and Archives Commission either:
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<br />. in a detailed format determined by the director and librarian; or
<br />. through a written certification of compliance filed in accordance with
<br />state law
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<br />CITY RECORD means every document, paper, letter, book, map, photograph, sound or
<br />video recording, microfilm, magnetic tape, electronic medium, or other information
<br />recording medium, regardless of physical form or characteristic and regardless of
<br />whether public access to it is open or restricted under state law, that is created or
<br />received by the City of San Marcos or any of its officers or employees pursuant to
<br />law or in the transaction of public business.
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<br />A city record does not include library or museum material acquired solely for
<br />reference, exhibit, or display or stocks of publications, advertisements, or other
<br />unsolicited written materials received by the City or any of its officers or employees
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<br />DEPARTMENT means any department, office, agency, division, program, commission,
<br />bureau, board, committee, task force, ad hoc committee, or similar entity of the
<br />city.
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<br />DEPARTMENT DIRECTOR means the officer who by ordinance, order, or administrative policy
<br />is in charge of a department or an office of the city that creates or receives city
<br />records.
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