HomeMy WebLinkAboutOrdinance 1444
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ORDINANCE NO. 1444
AN ORDINANCE PROVIDING FOR THE ESTABLISHMENT AND ADMINISTRATION
OF A RECORDS MANAGEMENT PROGRAM FOR THE CITY OF NORTH RICHLAND
HILLS, TEXAS; PROVIDING FOR PURPOSE OF RECORDS MANAGEMENT
PROGRAM; PROVIDING DEFINITIONS FOR RECORDS MANAGEMENT PROGRAM;
PROVIDING RECORDS MANAGEMENT DUTIES FOR THE CITY SECRETARY;
PROVIDING OWNERSHIP OF MUNICIPAL RECORDS AND THE RESPONSIBILITIES
OF OFFICERS AND EMPLOYEES WITH RESPECT THERETO; PROVIDING FOR THE
MICROGRAPHICS OF ANY MUNICIPAL RECORD; PROVIDING DEFINITIONS FOR
MICROGRAPHICS PROGRAM; PROVIDING FOR TYPES OF RECORDS TO BE
FILMED; PROVIDING FOR INDICES TO MICROFILM RECORDS; PROVIDING FOR
MICROGRAPHIC STANDARDS; PROVIDING FOR CERTIFICATION OF MICROFORM
RECORDS; PROVIDING FOR PUBLIC ACCESS TO PUBLIC MICROFORM RECORDS;
PROVIDING FOR DESTRUCTION OF ALL OTHER MUNICIPAL RECORDS;
PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT HEREWITH;
AND PROVIDING FOR THE SEVERABILITY OF THE PARTS HEREOF.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
NORTH RICHLAND HILLS, TEXAS:
SECTION 1. ESTABLISHMENT AND ADMINISTRATION OF NORTH RICHLAND HILLS
RECORDS MANAGEMENT PROGRAM
A. That the Office of City Secretary is authorized to establish
and administer the Records Management Program for the City of North
Richland Hills, Texas, pursuant to legal, fiscal, administrative, and
archival requirements, as authorized by the ordinances of this City. That
to this end, the City Secretary will implement, but not be limited to II...
preserving and keeping in order all books, papers, documents, records, and
files of the City Council and of the executive departments, II to achieve the
following goals:
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; and
5. Communicate the need of an effective Records Management
Program.
B. PURPOSE OF RECORDS MANAGEMENT PROGRAM
That this Ordinance shall be known and may be cited as the
I1Records Management Program of the City of North Richland Hills, Texas,1I
providing for the proper and efficient management of the municipal records
of the City of North Richland Hills, Texas.
C. DEFINITIONS FOR RECORDS MANAGEMENT PROGRAM
1. ACTIVE RECORDS: Those records in current use which must
be retained in offices because frequent reference is
necessary in the conduct of day-to-day operations.
Ordinance No. 1444
Page 2
2. INACTIVE RECORDS: Those records which are seldom
referred to, but which must be retained, temporarily or
permanently, because of legal, fiscal, administrative, or
archival value.
3. MUNICIPAL RECORDS: All records, whether of public or
private origin, housed and administered by the City of
North Richland Hills, Texas.
4. NONRECORDS: All material not usually included within the
definition of records, such as unofficial copies of
documents that are kept only for convenience or
reference, stocks of publications and processed
documents, and library or museum material intended solely
for reference or exhibition.
5. ORIGINAL PUBLIC RECORDS: That portion of all documents,
writings, letters, memoranda, or other written, printed,
typed, copied, or developed materials which contains
public information, pursuant to Article 6252-17a of
Vernon's Annotated Revised Civil Statutes of the State of
Texas.
6. PUBLIC INFORMATION: All information collected,
assembled, or maintained by the City of North Richland
Hills pursuant to law or ordinance or in connection with
the transaction of official business hours, with
exceptions as defined in Article 6252-17a of Vernon's
Annotated Revised Civil Statutes of the State of Texas.
7. RECORDS: All books, papers, maps, photographs,
machine-readable materials, or other documentary
materials, regardless of physical form or
characteristics, generated or received by a department of
the City of North Richland Hills, Texas, under local
ordinance or in connection with the transaction of public
business, and preserved for any period of time by that
department as evidence of the organization, functions,
policies, decisions, procedures, operations, or other
activities of this municipal government, or because of
the informational value of data in them.
8. RECORDS MANAGEMENT PROGRAM: A formulated plan to
establish a city-wide system that achieves integrated
control of all departmental subsystems so that an orderly
and efficient flow of paperwork is provided from creation
to ultimate disposition.
9. RECORD SERIES: Records accumulated over a period of time
and arranged in an organized file or set of files which
can be described, handled, and disposed of as a unit. A
records series may consist of records of a single type of
format, or of records kept together because they relate
to a particular subject or result
Ordinance No. 1444
Page 3
from one activity. Example: Accounts Payable,
Ordinances, or Ambulance Abstracts.
D. DUTIES OF CITY SECRETARY
That the Office of City Secretary shall have responsibility for,
but not limited to, the following areas of records management:
1. Development and circulation of such rules, regulations
and policies as may be necessary and proper to implement
and maintain the City of North Richland Hills' Records
Management Program;
2. Development and implementation of a Confidentiality
Policy for all inactive records designated confidential
and in the physical custody of the City Secretary's
Office, providing such policy does not conflict with any
federal or state statutes;
3. Provision and maintenance of the North Richland Hills
Municipal Records Center (NRHMRC) to store and preserve
inactive records prior to disposition;
4. Development of a retention and disposition schedule for
all municipal records;
5. Consultation and assistance to city departments in all
areas of records management, including active records
maintenance, transfer, and disposition;
6. Provision of a Microfilm Center for the centralization of
a micrographics operation;
7. Development and institution of a Vital Records Program to
ensure the safety of essential records in the event of a
disaster.
SECTION 2. OWNERSHIP OF MUNICIPAL RECORDS AND RESPONSIBILITIES OF
OFFICERS AND EMPLOYEES
A. That all records created or received by a department shall
remain the property of the City of North Richland Hills, Texas. That the
department is the legal custodian of its records. That the Records
Management Division of the City Secretary's Office is the physical
custodian of all records transferred to the North Richland Hills Municipal
Records Center, or Microfilm Center.
B. That it shall be the duty of each officer and employee of the
City of North Richland Hills to protect, preserve, store, and/or transfer,
municipal records in accordance with state and federal statutes, this
municipal government's charter and ordinances, or rules promulgated and
approved by the North Richland Hills City Secretary.
Ordinance No. 1444
Page 4
SECTION 3. MICROGRAPHICS OF ANY MUNICIPAL RECORD
A. That the Office of City Secretary is authorized to provide a
micrographics operation which accurately and permanently copies,
reproduces, or originates on microfilm media any municipal record of the
City of North Richland Hills, Texas.
B. DEFINITIONS OF THE MICROGRAPHICS PROGRAM
1. INDEX: A list describing the items of a collection and
where they may be found; a catalog.
2. MICROFILM: A film containing photographic records or
images considerably reduced in size from the original
material filmed.
3. MICROFORM: A generic name for any medium containing
micro-images, i.e. reduced images.
4. MICROFORM RECORD: Any record preserved in one of the
various formats of microfilm.
5. MICROGRAPHICS: The art of reducing any form of
information to a microform medium. Also termed
microphotography or microfilming.
C. TYPES OF RECORDS TO BE FILMED
That the micrographics operation under the administration of the
Records Management Division of the Office of City Secretary may be applied
to any municipal record of the City of North Richland Hills, Texas,
including, but not limited to, ordinances, resolutions, contracts, deeds,
conveyances, minutes, notices, correspondence, memoranda, any writing or
communication, or any record of any department of the City of North
Richland Hills, Texas, including police records.
D. INDICES TO MICROFORM RECORDS
That the Records Management Division of the Office of City
Secretary shall index said microform records.
E. MICROGRAPHICS STANDARDS
That the first generation microform medium shall meet the
requirements of the United States of America Standards Institute for
archival quality, density, resolution, and definition, except that
microform media which is intended only for short-term use, as determined by
the North Richland Hills City Secretary.
F. CERTIFICATION OF MICROFORM RECORDS
That the City Secretary or her designee shall check and certify
that each microform record is a true and correct duplication of the
original municipal record.
Ordinance No. 1444
Page 5
G. PUBLIC ACCESS TO PUBLIC MICROFORM RECORDS
That the public shall have access to information in microform
records to which the public is entitled under the open records law, just as
if the microform record were the original record.
SECTION 4. DESTRUCTION OF ORIGINAL MUNICIPAL PUBLIC RECORDS
A. That municipal records defined in this Ordinance as original
public records, and which are microfilmed in compliance with this
Ordinance, may be destroyed as directed by the North Richland Hills City
Secretary with the advice and consent of the City Attorney, unless
otherwise required by federal or state law.
B. That any original municipal public record, the subject matter
of which is in litigation, may not be destroyed until such litigation is
final unless specifically approved by the City Attorney.
C. That original municipal public records which are not
microfilmed in compliance with this ordinance or which are determined
worthless by the North Richland Hills City Council may be destroyed as
directed by the City Secretary, provided that notice of proposed
destruction or disposition of those original municipal public records shall
first be given to the State Librarian or State Archivist, and if such
records are, in her/his opinion, needed for the State Library, the records
shall be transferred thereto.
SECTION 5. DESTRUCTION OF ALL OTHER MUNICIPAL RECORDS
A. That municipal records other than those records defined in
this Ordinance as original public records may be disposed of upon approval
of the City Secretary and the Legal Departmental Custodian.
B. That a notice of proposed destruction or disposition of all
nonpublic municipal records, including records series titles, descriptions,
inclusive dates, and volumes, shall first be given to the Records
Administrator of the City Secretary's Office for permanent keeping.
SECTION 6. REPEAL OF ORDINANCES IN CONFLICT
That all ordinances in conflict herewith are hereby repealed, but
only to the extent of such conflict.
SECTION 7. SEVERABILITY OF THE PARTS
That the terms and provisions of this ordinance shall be deemed
to be severable and that if the validity of any section, subsection,
sentence, clause or phrase of this ordinance should be declared to be
invalid, the same shall not affect the validity of any other section,
subsection, sentence, clause or phrase of this ordinance.
Ordinance No. 1444
Page 6
PASSED AND APPROVED by the City Council of the City of North
Richland Hills, Texas this the 22nd day of June, 1987.
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Dan Echols, Mayor
ATTEST:
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'J'",nette Rewis, City Secretary
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APPROVED AS TO FORM AND lEGALITY:
Rex MCEnf#./::~{~
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City of j\(8rth Richland Hills, Texas
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August 24, 1984
Memo To:
Dennis Horvath
Assistant City Manager
From:
Rex McEntire
City Attorney
I have reviewed the disposition instructions of record control cards
for North Rich1and Hills and find that disposition instructions are
in accordance with applicable laws.
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(817) 281-0041/7301 N.E. lOOP 820/P.O. BOX 18609/NORTH RICHlAND HillS, TX 76118