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<br />ORDINANCE NO. 1675
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<br />AN ORDINANCE GOVERNING RETENTION AND DISPOSITION OF PUBLIC CITY
<br />RECORDS 1 PROVIDING FOR THE MICROPHOTOGRAPHY, DESTRUCTION AND OTHER
<br />DISPOSITION OF PUBLIC RECORDS1 PROVIDING A SEVERABILITY CLAUSE1
<br />FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW 1 AND PROVIDING AN
<br />EFFECTIVE DATE HEREOF.
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<br />WHEREAS, Subtitle C, Title 6, Texas Local Government Code,
<br />provides that any incorporated city may adopt an ordinance providing
<br />for the microphotography, destruction, or other disposition of
<br />public records, and
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<br />WHEREAS, the City of La Porte desires to adopt an ordinance for
<br />that purpose and to provide for an orderly and efficient system of
<br />records retention, retrieval, and destruction1 NOW, THEREFORE:
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<br />BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE:
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<br />Section 1. DEFINITION OF CITY RECORDS. All papers,
<br />correspondence, memoranda, accounts, reports, maps, plans,
<br />photographs, sound and video recordings, files, microforms, magnetic
<br />or paper tapes, magnetic or optical disks, punched cards, or other
<br />documents, regardless of physical form or characteristic, which have
<br />been or shall be created, received, filed, or recorded by any city
<br />office or department or its lawful successor, or officials thereof
<br />in pursuance of law or ordinance or in the conduct, transaction, or
<br />performance of any business, duty or function of public business,
<br />whether or not confidential or restricted in use, are hereby
<br />declared to be records of the City of La Porte, and shall be
<br />created, maintained, and disposed of in accordance with the
<br />provisions of this ordinance or procedures authorized by it and in
<br />no other manner. Library and museum materials acquired solely for
<br />reference, exhibit, or display and stocks of publications shall not
<br />constitute records for purposes of this ordinance.
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<br />Section 2. CITY RECORDS DECLARED ON PUBLIC PROPERTY. All city
<br />records as defined in Section I of this ordinance are hereby
<br />declared to be property of the City of La Porte. No City official
<br />or employee has, by virtue of his or her position, any personal or
<br />property right to such records even though he or she may have
<br />developed or compiled them. The unauthorized destruction, removal
<br />from files, or use of such records is prohibited.
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<br />Section 3. POLICY. It is hereby declared to be the policy of
<br />the City of La Porte to provide for efficient, economical and
<br />effective controls over the creation, distribution, organization,
<br />maintenance, 'use, and disposition of all City records through a
<br />comprehensive system of integrated procedures for the management of
<br />records from their creation to their ultimate disposition.
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<br />Section 4. RECORDS MANAGEMENT RESPONSIBILITY ESTABLISHED. The
<br />City Secretary is hereby appointed the City Records Management
<br />Officer, and'is responsible for directing and coordinating all
<br />records management operations for City offices and departments.
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<br />The City Secretary shall have the following records management
<br />responsibilities and duties, and other records management duties as
<br />assigned by the City Manager:
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<br />1. Plan~ formulate, and prescribe basic files management and
<br />records disposition policies, systems, standards, and procedures.
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<br />2. Prepare records retention schedules in cooperation with
<br />department heads for all City offices and departments and establish
<br />retention periods for all records. Retention periods shall be
<br />approved by department heads for departmental operating requirements
<br />and shall be approved by the City Attorney for legal requirements,
<br />and by the City Manager for overall city administrative and
<br />historical requirements.
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