O-2022-3866 to update the City's records and information management program

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ORDINANCE 2022-3866 AN ORDINANCE AMENDING THE ADMINISTRATION OF THE RECORDS AND INFORMATION MANAGEMENT PROGRAM FOR THE CITY OF LA PORTE, TEXAS; DESIGNATING THE CITY SECRETARY AS THE RECORDS MANAGEMENT OFFICER; PROVIDING GENERAL OUTLINE OF DUTIES; PROVIDING OWNERSHIP OF MUNICIPAL RECORDS AND RESPONSIBILITIES OF OFFICERS AND EMPLOYEES WITH RESPECT THERETO; PROVIDING FOR DESTRUCTION OF ORIGINAL MUNICIPAL PUBLIC RECORDS AND FOR ALL OTHER MUNICIPAL RECORDS; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT HEREWITH; PROVIDING FOR SEVERABILITY; FINDING COMPLIANCE WITH THE TEXAS OPEN MEETINGS ACT; PROVIDING FOR CODIFICATION; AND CONTAINING OTHER PROVISIONS RELATING TO THE SUBJECT WHEREAS, the Texas Local Government Records Act required the governing body of each local government to adopt an ordinance, order, or plan establishing a records management program before January 1, 1991; and WHEREAS, the City of La Porte established an active and continuing program for the efficient and economical management of all City of La Porte records on January 22, 1990, and now desires to update the records management program provide for an orderly and efficient system of records retention, retrieval, and destruction of the City's records; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE, TEXAS: SECTION 1. Purpose. Recognizing that the citizens of La Porte have a right to expect, and the City has an obligation to foster, efficient and cost-effective government, and recognizing the central importance of local government records in the lives of all citizens, the City Council of the City of La Porte finds that: 1) the efficient management of local government records is necessary for the effective operation of the City; 2) the preservation of City records of permanent value is necessary to provide staff, residents, and those providing services to and doing business with resources concerning their history and to document their rights of citizenship and property; 3) convenient access to advice and assistance based on well -established and professionally recognized records management techniques and practices is necessary to promote the establishment of sound records management programs in local governments; and 4) the establishment of uniform standards and procedures for the maintenance, preservation, microfilming, or other disposition of local government records is necessary to fulfill these important public purposes. It is declared to be the policy of the City to have a robust resilient records and information management program that oversees efficient, economical, and effective creation, distribution, organization, maintenance, use, and disposition of all City records through a comprehensive system of integrated procedures. SECTION 2. Definitions. The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Commission means director and librarian of the Texas State Library and Archives Commission (TSLAC). The director and librarian of TSLAC monitor standards in the fields of information and