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It is declared to be the policy of the City to have a robust resilient records and information management
<br />program that oversees efficient, economical, and effective creation, distribution, organization, maintenance,
<br />use, and disposition of all City records through a comprehensive system of integrated procedures.
<br />Section 1. DEFINITION OF CITY RECORDS. All papers,
<br />correspondence, memoranda, accounts, reports, maps, plans, photographs,
<br />sound and video recordings, files, microforms, magnetic or paper tapes,
<br />magnetic or optical disks, punched cards, or other documents,
<br />regardless of physical form or characteristic, which have been or shall
<br />be created, received, filed, or recorded by any city office or
<br />department or its lawful successor, or officials thereof in pursuance
<br />of law or ordinance or in the conduct, transaction, or performance of
<br />any business, duty or function of public business, whether or not
<br />confidential or restricted in use, are hereby declared to be records
<br />of the City of La Porte, and shall be created, maintained, and
<br />disposed of in accordance with the provisions of this ordinance or
<br />procedures authorized by it and in no other manner. Library and museum
<br />materials acquired solely for reference, exhibit, or display and stocks
<br />of publications shall not constitute records for purposes of this
<br />ordinance.
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<br />SECTION 2. Definitions.
<br />The following words, terms and phrases, when used in this division, shall have the meanings ascribed to
<br />them in this section, except where the context clearly indicates a different meaning:
<br /> Commission means director and librarian of the Texas State Library and Archives Commission
<br />(TSLAC). The director and librarian of TSLAC monitor standards in the fields of information and
<br />records management developed for use by federal agencies or adopted by national organizations to set
<br />standards and recommend any needed amendments to rules and practices.
<br /> Custodian means the appointed or elected public officer who by the state constitution, state law,
<br />ordinance, or administrative policy is in charge of an office that creates or receives City government
<br />records.
<br /> Department means a City department, division, or the functional equivalent.
<br /> Department director/division manager means the officer who by ordinance, order, or administrative
<br />policy is in charge of an office of the City.
<br /> Digital, when used in reference to a record, means the record is maintained in an electronic data format
<br />that requires an electronic device to create, store, access, retrieve, or read the record.
<br /> Employee means a person employed by the City.
<br /> Essential record means any record of the City necessary to the resumption or continuation of operations
<br />of the City in an emergency or disaster, to the recreation of the legal and financial status of the City, or
<br />to the protection and fulfillment of obligations to the people of the state. (These are sometimes referred
<br />to as vital records, but the City will reserve that term for birth/death/marriage records, as retained by
<br />Harris County.)
<br /> Local Government Records Act means Title 6 (Records), Subtitle C (Records Provisions Applying to
<br />More Than One Type of Local Government), of the Texas Local Government Code, and includes the
<br />rules adopted by the Texas State Library and Archives Commission.
<br /> Permanent record and record of permanent value mean any City record for which the retention period
<br />on a records retention schedule issued by the state library and archives commission is given as
<br />permanent.
<br /> Physical, when used in reference to a record, means that the record is maintained in a tangible form,
<br />such as paper, photographic film, analog tape, or a similar medium.
<br /> Records retention schedule (or records control schedule) means a document prepared by or under the
<br />authority of the Records Management Officer listing the records maintained by the City, their retention
<br />periods, and other records disposition information that the records management program may require.
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