90-049 ORD ESTABLISHING SYSTEM OF RECORDS RETENTION, RETRIEVAL AND DESTRUCTION

Home Browse Search

Revision of retention periods shall be submitted for review to the City Attorney and City Finance Off icer in the same manner as the original retention periocis. Section 11. One-time destruction of obsolete records. Prior to adoption of records schedules for an office, one-time destruction of accumulated obsolete records of that office may be made by or under the supervision of the Records Manager. Prior to such destruction the Records Manager shall submit lists of records to be destroyed to the City Finance Officer and the City Attorney, who shall give notice within 10 working days of any records they believe should not be destroyed, and such recorcls shall be retained for a period suggested by either. The Records Manager shall also submit notice as required by law to the State Librarian. Obsolete records shall include those no longer created by the office or departmerit and no longer needed for administrative, legal, fiscal, or other research purposes. Section 12. Records Center. The Records Center operation shall utilize one or more buildings to store inactive records; to insure the security of such records from deterioration, theft, or danlage during the period of storage; to permit fast, efficient retrieval of information from stored records; and to provide facilities for a centralized micrographics program. The Records Manager shall designate and appropriately mark such centers and ensure that each appropriately protects the records stored therein. Section 13. Preservation of permanent records. The Records Manager shall develop procedures to insure the permanent preservation of the historically valuable records of the City. The Records Manager shall provide housing under archival conditions tor such records in the Records Center or in another municipal facilities and in such manner that the records, unless their use is restricted by law or regulation, are open to the public for research purposes. If City-owned facilities are not available, the Records Manager shall arrange for the transfer ot the records to the T'exas State Library for perpetual care and preservation in one of its nearby Regional Historical Resource Depositories, or shall make other arrangements for their permanent preservation not contrary to law or regulation. In no circumstances shall the permanent records of the City be transferred to private individuals, to private historical societies or museums, or to private colleges or universities. Section 14. Non-current records not to be maintained in office files. Records no longer required in the conduct of current business by any office of the City shall be promptly transferred to the Records Center or archives or the State Library, or be destruyed, at the time such action is designated on an approved records schedule. Such records shall not be maintained in current office files or equipment. Section 15. Micrographics program established. A centralized micrographics program shall be designed and implemented by the Records Manager to serve all City offices and departments. No office or department shall operate a separate micrographics programs, and no City funds may be expended to film, ar to contract with a service company to film, any City records, except through the Records tAanagement System. SECTION 16. Records to be microphotographed. The Records Manager sha11 determine how long the various records of the City could be stored before the cost of storage during their retention periods woulci exceed the cost of preserving them in microform. In making this determination the Records Manager shall compare long-term lease of low-cost storage facilities, in addition to or in place of any records storage