O-1990-1675 - Laserfiche WebLink

Browse Search

e e ORDINANCE NO. 1675 Page 4 Section 11. PRESERVATION OF PERMANENT RECORDS. The City Secretary shall develop procedures to insure the permanent preservation of the historically valuable records of the City. The City Secretary shall provide housing under archival conditions for such records, in the Records Center, or in another municipal facility, and in such manner that the records, unless their use is restricted by law or regulation, are open to the public for research purposes. If City owned facilities are not available, the City Secretary shall arrange for the transfer of the records to the Texas State Library for perpetual care and preservation on one of its nearby Regional Historical Resource Depositories, or shall make other arrangements for their permanent preservation not contrary to law or regulation. In no circumstances, shall the permanent records of the city by transferred to private individuals, to private historical societies or museums, or to private colleges or universities. Section 12. NON-CURRENT RECORDS NOT TO BE MAINTAINED IN OFFICE FILES. Records no longer required in the conduct of current business by any office of the City shall be promptly transferred to the Records Center or archives or the State Library, or be destroyed, at the time such action is designated on an approved records retention schedule. Such records shall not be maintained in current office files or equipment. Section 13. MICROGRAPHICS PROGRAM ESTABLISHED. A centralized micrographics program shall be designed and implemented by the City Secretary to serve all City offices and departments. No office or department shall operate a separate micrographics program, and no City funds may be expended to film, or to contract with a service company to film, any City records, except with the approval of the City Secretary. Section 14. RECORDS TO BE MICROPHOTOGRAPHED. The City Secretary shall determine how long the various records of the City could be stored, before the cost of storage during their retention periods, would exceed the cost of preserving them in microfilm. In making this determination, the City Secretary shall compare long- term lease of low-cost storage facilities, in additian to, or in place of, any records storage building operated by the City, with the cost of microphotography. In calculating comparative costs, the City Secretary shall consider document preparation and refiling time of staff, and other indirect costs of micrographics, as well as the cost of separate archival storage for master negatives of microfilm. Records determined to be more economically stored on microfilm shall be microphotographed and, in addition, the City Secretary shall include the following types of records in the micrographic program: 1. Those which the Records Management Officer determined are of historical value and whose preservation are best insured by microphotographing the records on archival quality film. 2. Those which because of the nature of the information they contain are indispensable to the continued operations of an office and, therefore, should be micrQphotographed to provide a security copy. 3. Those which because of high volume use require frequent and/or large number of copies to be made which could be made most efficiently or economically through microfilm. Section 15. MICROGRAPHICS STANDARDS. Microfilm used for archival or security purposes as outlined in Section 14 must meet the technical standards for quality, density, resolution, and definition of the American National Standards Institute as required by law. The master negatives of such film shall not be used for making use copies and shall be stored off-site under the environmental and security standards of the American National