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

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records management developed for use by federal agencies or adopted by national organizations to set standards and recommend any needed amendments to rules and practices. • Custodian means the appointed or elected public officer who by the state constitution, state law, ordinance, or administrative policy is in charge of an office that creates or receives City government records. • Department means a City department, division, or the functional equivalent. • Department director/division manager means the officer who by ordinance, order, or administrative policy is in charge of an office of the City. • Digital, when used in reference to a record, means the record is maintained in an electronic data format that requires an electronic device to create, store, access, retrieve, or read the record. • Employee means a person employed by the City. • Essential record means any record of the City necessary to the resumption or continuation of operations of the City in an emergency or disaster, to the recreation of the legal and financial status of the City, or to the protection and fulfillment of obligations to the people of the state. (These are sometimes referred to as vital records, but the City will reserve that term for birth/death/marriage records, as retained by Harris County.) • Local Government Records Act means Title 6 (Records), Subtitle C (Records Provisions Applying to More Than One Type of Local Government), of the Texas Local Government Code, and includes the rules adopted by the Texas State Library and Archives Commission. • Permanent record and record of permanent value mean any City record for which the retention period on a records retention schedule issued by the state library and archives commission is given as permanent. • Physical, when used in reference to a record, means that the record is maintained in a tangible form, such as paper, photographic film, analog tape, or a similar medium. • Records retention schedule (or records control schedule) means a document prepared by or under the authority of the Records Management Officer listing the records maintained by the City, their retention periods, and other records disposition information that the records management program may require. • Records liaison officers means the persons designated under Section 8. • Records management/records and information management (RIM) means the application of management techniques to the creation, use, maintenance, retention, preservation and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term records management includes the development of records retention schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space -effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems. The term Records and Information Management (RIM} Program also includes the plan developed under Section 4. • Records management officer means the person designated in Section 5. • Retention period means the minimum time that must pass after the creation, recording or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction. Nomenclature: The following conventions apply for the normative specifications in this Recommended Practice: a) the words `shall' and `must' imply a binding and verifiable specification; b) the word `should' implies an optional, but desirable, specification; c) the word `may' implies an optional specification; d) the words `is', 'are', and `will' imply statements of fact. Note — These conventions do not imply constraints on diction in text that is clearly informative in nature. SECTION 3. City Records Declared Public Property.