Ordinance No. 5,540Published In: THE BAY OWN SUN
Friday, June 1, 1990 900524-2
Sunday, June 3, 1990
WHEREAS,
State
law through the Texas Local Government
Records Act,
hereafter
referred to as the
"Act," provides that
each governing
body in
local government shall
designate a Records
Management Officer on
or before June 1, 1990;
and
WHEREAS,
the Act
requires the governing
body of each local
government to
adopt
an ordinance, order or
plan as appropriate,
establishing a
records
management program on
or before January 1,
1991; and
WHEREAS, the City of Baytown in conformity with said Act
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY O AYTOWN,
TEXAS-
Section 1: That Section 2-8 of the Code of ordinances, City
of Baytown, Texas, is hereby amended to read as follows:
Sec. 2-8. Records Management.
101193110119=
0 or received by local City government offices or
900524-2a
(1) Extra identical copies of documents created
only for convenience of reference or research
by officers or employees of the City of
Baytown.
(2) Notes, journals, diaries, and similar
documents created by an officer or employee of
Baytown, for the employee's personal
convenience;
(5) Library and museum materials acquired solely
for the purposes of reference or display; or
(6) Copies of documents in any media furnished to
members of the public to which they are
entitled under Article 6252-17a, Vernon's
Texas Civil Statutes or other State law.
Commission. The Texas State Library and Archives
Commission.
Director and Librarian. The executive an4
administrative officer of the Texas State Library
and Archives Commission.
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Permanent Record. A record of permanent value.
any local government record for which the
retention period on a records retention schedule
issued by the Commission is given as permanent.
Record. A record of the City of Baytowrl
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implement, but not be limited to, a program to
encompass such areas of records management as are
required to preserve and keep in order all books,
papers, documents, records and files of the City
Council and of the executive departments to
achieve the following results:
(1) Release space and reduce the need for storage
and filing equipment;
(2) Establish an efficient retrieval operation for
both active and inactive municipal records;
(3) Provide for routine disposition of paperwork;
(4) Maintain total security over municipal
records;
c
The requirements of this section shall be known
and may be cited as
-e Management
Program of the City of B. ytown, Texas," providing
for the proper and efficient management of the
municipal records of the City of Baytown, Texas.
900524-2c
removal from
files, or use of such records is
prohibited.
director
(e) It is hereby
declared to be the policy of the City
of Baytown
to provide for efficient, economical,
and effective
controls over the creation,
distribution,
organization, maintenance, use, and
disposition
of all City records through a
comprehensive
system of integrated procedures for
the management
of records from their creation to
their ultimate
disposition.
(f) The Records
Management Officer shall have the
following duties,
and others as assigned by the
City Council
and as provided by State law:
(3) In cooperation with the custodians of the
records®
a. Prepare
and file
with the
director
and
librarian
before
January 2,
1995,
the
records
control
schedules and
the list
of
obsolete
records,
required by the
Act;
b. Prepare
and file
with the
director
and
librarian
amended
schedules
as needed
to
reflect
new records
created or
received
by
the City.
cooperation with custodians, identify and
take adequate steps to preserve City records
that are of permanent value;
E
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(5) In cooperation with custodians, identify and
take adequate steps to protect essential City
sorecords;
(7) Report annually to the City Council on program
effectiveness;
(8) Provide records management advice and
assistance to all City offices and departments,
by preparation of manuals of procedure and
policies and by on-site consultation;
(9) Carry out destruction and transfers that are
required by records schedules, and carry out
micro-photography tasks when staff and central
facility becomes available;
(13) Bring to the attention of the City Manager any
(15) In cooperation with custodians, establish
procedures to ensure that the handling of
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(1) Establish, promote, and support an active and
(7) Review of a records control schedule or amended
schedule by the officers of the City as it
considers necessary.
(h) Custodians of records in the City shall:
(1) Cooperate with the Records Management Officer
in carrying out the policies and procedures
established by the local government for the
efficient and economical management of records
and in carrying out requirements under the Act;
(2) Adequately document the transaction of City
business and the services, programs, and duties
E
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(i) State law relating
to the duties, oth
responsibilities, • record
keeping requirements
a custodian of local
government records does n
exempt the custodian
or the records in th
custodian's care from
the application of th'
Ordinance and rules adopted
by the State under t
Local Government Records
Act of 1989 and may not
used by the custodian
.1
as a basis for refusal t
participate in the
City of Baytown recor
Management Program, the
establishment of which i
I,
required by State law.
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(3) All City of Baytown procedures and materials
used for microfilm and microfilm g City records
shall be done and acquired under the aegis of
State law, and the City will be subject to all
the law, rules, standards and procedures as
outlined in the Act®
(k) Electronic Storage of Records
(1) For the
purpose of this section,
"electronic
storage"
means the maintenance
of local
government
record data in the form
of digital
electronic
signals on a computer
hard disk,
magnetic
taper optical disk,
or similar
machine-readable
medium. For the
purpose of
this section,
"source document" means
the local
government
record from which local
government
record data
is obtained for electronic
storage.
The term
does not include backup copies
of the
data in
w generated from
electronic
storage.
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to other persons or sets of circumstances and to this end all
provisions of this ordinance are declared to be severable.
Fz�
EMMETT 0. HUTTO, Mayor
EIEE L., City Clerk
RANDALL B. STRONG, City z'"orney
MWEM
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