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

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All City records are declared to be property of the City. No City officer or employee shall have, by virtue of his office or employment, any personal or property right to any such records even though he or she may have developed or compiled them. No person shall destroy, remove, or use any City record except as authorized by law or the policies and procedures of the City. However, no policy or procedure regarding use, removal, or destruction of City records shall be adopted which conflicts with this division or applicable state or federal law, and nothing contained in this division shall be construed to authorize the disclosure of City records which are exempt from disclosure under state or federal law. SECTION 4. Records and Information Management (RIM) Program. There is established a records and information management (RIM) program. The City Secretary shall administer the records and information management program and shall be responsible for Citywide files management. In addition, the City Secretary shall have direction and control of the City's records disposition program. This program shall be created and conducted in accordance with State law and the recommendations of the Texas State Library and Archives Commission. SECTION 5. Duties of the Records Management Officer (RMO). A. The City Secretary is the Records Management Officer (RMO) under Local Government Code, § 203.025 (Designation of Records Management Officer) for the City, and shall: 1) appoint a City Records Manager to implement this chapter, who shall be subject to the direction of the City Secretary/RMO; 2) develop, implement, and administer a Citywide records management program that complies with the Local Government Records Act; 3) coordinate, and to the extent practicable, standardize records management practices among City departments and divisions; 4) chair any City records or information governance or oversight committee: 5) serve on any City technology governance or oversight committee; 6) prepare, review, and approve each new and amended records retention schedule for each City department, and make necessary changes to the schedules at intervals set by the records management program; 7) receive reports from the City Records Manager for noncompliance with the records management program by a department director, City employee, or City contractor; 8) provide storage, retrieval, and destruction services for physical records no longer required to be kept in active office space and transferred to the records center; 9) provide support for Citywide document and imaging management systems and services designed to manage digital records; 10) provide consulting services and training to departments and employees on the implementation of the records management program, records and information technology requirements, and other subjects related to records and information management; 11) assist department/division records liaisons to identify essential records and establish a disaster recovery plan for records; and 12) develop procedures to ensure the permanent preservation of the historically valuable records of the City. B. Subject to the direction of the City Secretary, the City Records Manager may perform a duty assigned by this section to the City Secretary. SECTION 6. Records Management Program. A. The Records Manager shall submit the records management program to the City Secretary for approval. The records management program approved by the City Secretary is the City's records management program. B. The records management program must: 1) comply with the Local Government Records Act; 2) to the extent practicable, standardize records management practices among City departments; 3) in cooperation with the commission, establish guidelines for the implementation of records retention schedules;