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REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested: February 28, 2022 Requested By:Source of Funds: Department:City Secretary Account Number: Amount Budgeted: ReportResolutionOrdinance Amount Requested: Exhibits: Proposed Ord. 2022-3866 Budgeted Item:YesNo Existing 1990 Ordinance 1675 Redline comparison of both ordinances RIM PPT 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 systemsand 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 updatings and information management. Microphotography is heavilydiscussed 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 in2019 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 https://www.county.org/News/County-Issues/2019/November/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- to reflect current practices in this field and their proper application to the City as an organization.