|
'•
<br />~ • • °
<br />t I
<br />
<br />I~/~
<br />O i .. 1
<br />ORDINANCE N
<br />.
<br />~ ;
<br />,
<br />- ~
<br />"~I*] ORDINANCE GOVERNING RETENTION AND DISPOSITION OF'~~ ,
<br />, t~~~,IC C''I i
<br />.''~' ~ '~'
<br />~1CORDS; PROVIDING FOR THE MICROPHOTOGRAPHY, DESTRU, ~ I';.1N T1,i:~7 ! ~~1AE.:
<br />'
<br />',
<br />~J!;ISPOSITION OF PUBLIC RECORDS; PROVIDING A SEVERABI "1'.Y „~CrACJS
<br />~ F;,. ' ~
<br />" xNDING COMPLIANCE WITH THE OPEN MEETINGS LAW; AND iOVTL~IVC~ ~
<br />~ N
<br />~` ~ '~ ~~"~FECTIVE DATE HEREOF. ,;
<br />~ ,~
<br />,. ~ f ~
<br />.. j
<br />~
<br />~.
<br />WHEREAS, Subtitle C, Title 6, Texas Local Gove , ~
<br />~nra~nt~ C'oc~
<br />~,, ~ ~i
<br />?,3 ~'ovides that any incorporated city may adopt an or ~ .i.~~~nre pr vi.~7-~n~~
<br />~ o'r the microphotography, destruction, or other dis~ ositi:on o ~~
<br />,
<br />~ ~~ -
<br />r blic records, and ~'
<br />,; WHEREAS, the City of La Porte desires to adopt l
<br />'~ ien ar_c~i9': 1f
<br />at' tGi' ~:at:
<br />~
<br />~'
<br />r n orderl and effi
<br />+'~"h ur ose and to rovide fo a
<br />at p Y
<br />p
<br />p s ~,t
<br />ier
<br />Y o
<br />r
<br />~ pcords retention, retrieval, and destruction; NOW,~~ rC'~3~ItCFC~:2E,
<br />• . ', ~~~'
<br />~ ~ ~ ~
<br />~ ~
<br />
<br />t
<br />`! T ORDAINED BY THE CITY COUNCIL OF THE CITY;6
<br />BE I I
<br />~~~F .Cell l?~ld'
<br />~
<br />,I`T~':
<br />`'
<br /> ~
<br />~
<br />A ,
<br />~~
<br />'
<br />~ .
<br />~ ~
<br />,y Section 1. DEFINITION OF CITY RECORDS. All p ~~c~r
<br />s, - ~;
<br />_~ ; rrespondence, memoranda, accounts, reports, maps, ';~,~J-and, ; ~ .
<br />µ~ ~iotographs, sound and video recordings, files, mic c~:Earms; r:~ac~:neti~'~
<br />~~
<br />- ~;~ !~ paper tapes, magnetic or optical disks, punched
<br />s arks, or o~h~r
<br />~;
<br />•
<br />•
<br />~;
<br />ah
<br />H
<br />k
<br />~
<br />i ii
<br />;r3 regardless of physical form or character
<br />~acuments ~
<br />~
<br />~,
<br />~.o
<br />;
<br />c, x
<br />~
<br />~~
<br />-,~? ,
<br />yen or shall be created, received, filed, or recork ~+syd ~:Y a~z~ C'i.t~ ;',
<br />'
<br />~f ~fice or department or its lawful successor, or of
<br />I ~ic~als ther:ent.
<br />~ i, ,
<br />,d
<br />;:Y ~`~'i pursuance of law or ordinance or in the conduct„~ :fitz:ansacti~n, ~7n;
<br />;r~rformance of any business, duty or function of pu ;l.ic bus?.nes`s,
<br />~
<br />
<br />'ether or not confidential or restricted in use, a
<br />iP~ aerel>,r i 1 .
<br />,~
<br />~1'~clared to be records of the City of La Porte, and ~i~-~:a7.~1. b~ ,~ •'
<br />'~ xeated, maintained, and disposed of in accordance ,!~t.h ~.he -
<br />`
<br />'
<br />rovisions of this ordinance or procedures authoriz ~.n
<br />; by' it end
<br />~,~
<br />~ ~
<br />':'e other manner. Library and museum materials acqu r'~d solcl~;fo;.
<br />'
<br />erence, exhibit, or display and stocks of public.
<br />f t:(.ons shal'~. not
<br />~
<br />.
<br />,
<br />.
<br />nstitute records for purposes of_ this ordinance. ~ '.
<br />~ 4~'
<br />;,
<br />~
<br />a
<br />~~ ~ Section 2. CITY RECORDS DECLARED ON PUBLIC P if:~RTY. ~• ~11,~ cif
<br />µ• ;cords as defined in Section 1 of this ordinance a le -hereby ; '~
<br />~
<br />'clared to be property of the City of La Porte. ~
<br />~ ~"'Clay o~fr~d~al ~ ~i~
<br />~'' em to ee has, b virtue of_ his or her position,
<br />p Y Y h'~ ~iazsar~a3,f~ or f-. ~ r'I
<br />operty right to such records even though he or sYi ~'~r~1y, hay ~ '_
<br />'
<br />~ i
<br />~~
<br />~veloped or compiled them. The unauthorized destr
<br />;
<br />d _ `
<br />~aion, ~zE~md,~~a
<br />~
<br />' ti
<br />~
<br />~
<br />.
<br />tom files, or use of such records is prohibite ~;
<br />i
<br />R ~ ;~
<br />.
<br /> ~ ,~ ~.
<br />. POLICY. It is hereby declared to
<br />3
<br />on
<br />Secti ~ .the ~oL~.~'~ o~'_
<br />'
<br />` ~'~
<br />~
<br />_
<br />_
<br />_
<br />i'
<br />e City of La Porte to provide for efficient, eco ,
<br />,~iioa~. anc~
<br />~ °
<br />j~
<br />'' ffective controls over the creation, distribution,' ~jorganizata.bn, -~ !>
<br />~
<br />:~~ aintenance, use, and disposition of all City recoC st tk~ebuc~h ~
<br />~
<br />n
<br />i :'
<br />~
<br />:'omprehensive system of integrated procedures for G t a
<br />ana~~~{e
<br />~ r
<br />`ecords from their creation to their ultimate dispel ,~ti~on~~',,, ~ ,; ~'~. '~
<br />. ,
<br />y y'
<br />~
<br />,.
<br />,' ~~~ Section 4 . RECORDS MANAGEMENT RESPONSIBILITY .~ ~
<br />$`.i'A13LI~~~Di' `~'b~
<br />
<br />~
<br />~
<br />- .
<br />~
<br />~
<br />~,
<br />ixty Secretary is hereby appointed the City Records ,~rtt
<br />^
<br />~~~~om
<br />?M
<br />~
<br />~Eficer, and is responsible for directing and coor~ n ~;'4i.rg, ~~~1
<br />~'+ "
<br />" ' ' a
<br />i~cords management operations for City offices and bm~r~~s
<br />~~.~~.~ ~!
<br />~~ ecretar shall have the following r~
<br />The City S y orris ma~~~ig~~ment~•~i
<br />r - ~ .
<br />,
<br />' ~~'
<br />,a~
<br />'
<br />+~sponsibilities and duties, and other records many as,
<br />cement c~t~t,.~,~~ ~
<br />
<br />signed by the City Manager: ~
<br />' ' a.;.
<br />~'
<br />~~
<br />;
<br />~{
<br />~~,~! 1. Plan, formulate, and prescribe basic fi1e~~~mE~nagemer~t{sand}{~.
<br />,
<br />y.
<br />~'
<br />°ecords dis osition policies, systems, standards, a d ~roced~rc~s. `,F4
<br />P L
<br />u .
<br />y'.
<br />;
<br />{' 2. Prepare records retention schedules in coa~~ra~aor ~Tith r,
<br />..apartment heads for all City offices and departme~~a and es~ak~lt~h
<br />` '
<br />d be
<br />h
<br />i
<br />d
<br />i ;;
<br />~~
<br />;
<br />a
<br />o
<br />s s
<br />on per
<br />retention periods for all records. Retent
<br />'
<br />ta
<br />~ ,
<br />.
<br />k
<br />.r
<br />~,Men
<br />proved by department heads for departmental opera a.:~~3 zequ k
<br />`
<br />11 be a roved b the Cit Attorney for lega.requi~ement-s,,~
<br />nd she pp Y Y ;
<br />' ~~'
<br />.
<br />~nd by the City Manager f_or overall city administra'~~ivc and ~ , ~.
<br />istorical requirements. 1, ; ~. r~~~,_
<br />~ ~~ .~i~~
<br />,
<br />~` ,r ~`~~
<br />~
<br />~ ~~ ~~
<br />I
<br />~
<br />i t
<br />
<br />
<br />~ +
<br />r '~PI'.
<br />i
<br />r
<br />~ ~ ~
<br />~ ~i ~
<br />1
<br />~'
<br />~~ {
<br />$~ ~I~
<br />
<br />Y,
<br />11
<br />~LI
<br />
|