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REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: February 28, 2022 Requested By: City Secretary's Office Department: City Secretary Report c - Resolution c- Ordinance Exhibits: Proposed Ord. 2022-3866 Existing 1990 Ordinance 1675 Redline comparison of both ordinances RIM PPT Appropriation Source of Funds: Account Number: Amount Budgeted: Amount Requested: Budgeted Item: Yes No SUMMARY & RECOMMENDATION In 1990, pursuant to state statute, the City of La Porte adopted Ordinance 1675 governing records management. In the years since, the City has grown in complexity in terms of size, variety of work methods, storage systems and overall volume of records to be managed. In the same time, the field of records and information management and the laws that relate to it have likewise expanded. This ordinance has been reviewed with the aim of updating the City's records and information management. Microphotography is heavily discussed in the 1990 ordinance, but is much less prevalent with the rise of digital storage. Regardless, methodologies and such detailed information is more appropriate in a process manual than an ordinance. Additionally, the passage of Texas S.B. 944 in 2019 and its modifications to the Public Information Act regarding temporary custodians emphasized the importance of understanding that the definition of governmental records remains based on production and content and not on distinctions in where the information is stored (there's a good brief from the Texas Association of Counties available online at https-//www.county.org/News/County-Issues/2019/Novem ber/SB-944-Public- Information-Act-Temporary-Custodian). Public information requests in the last few years have begun to include more references to other devices used by staff and the necessity of being able to properly (and promptly) store, access, and conduct disposition for records in many formats and locations. The City Secretary and Open Government Analyst recommend adoption of Ordinance 2022-3866 in order to update the City's records and information management program to reflect current practices in this field and their proper application to the City as an organization.