[City of Clarendon Ledger: Minutes for September 10, 1991 - September 25, 2003] Page: 26
478 p. ; 36 cm.View a full description of this book.
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26
of Clarendon for the efficient and economical management, of
records and in earring out the requirements of this ordinance.
(2) adequately document the transaction of government business
and the services, programs, and duties for which the department
head and his or her staff are responsible; and
(3) maintain the records in his or her care and carry out
their preservation, microfilming, destruction, or other
disposition only in accordance with the policies and procedures
of the records management program of the City of Clarendon and
the requirements of this ordinance.
SECTION 9. RECORDS CONTROL SCHEDULES TO BE DEVELOPED; APPROVAL;
FILING WITH STATE. (a) The Records Management Officer, in
cooperation with department heads, shall prepare records control
schedules on a department by department basis listing all records
series created or received by the department and the retention
period for each series. Records control schedules shall also
contain such other information regarding the disposition of
municipal records as the records management plan may require.
(b) Each records control schedule shall be monitored and
amended as needed by the Records Management Officer on a regular
basis to ensure that it is in compliance with records retention
schedules issued by the state and that it continues to reflect
the recordkeeping procedures and needs of the department and the
records management program of the City of Clarendon.
(c) Before its adoption a records control schedule or
amended schedule for a department must be approved by the department
head and the Board of Aldermen.
(d) Before its adoption a records control schedule must be
submitted to and accepted for filing by the director and librarian
as provided by state law. If a schedule is not accepted for
filing the schedule shall be amended to make it acceptable for
filing. The Records Management Officer shall submit the records
control schedules to the director and librarian.
SECTION 10. IMPLEMENTATION OF RECORDS CONTROL SCHEDULES;
DESTRUCTION OF RECORDS UNDER SCHEDULE, (a) A records control
schedule for a department that has been approved and adopted
under Section 9 shall be implemented by department heads
according to the policies and procedures of the records management
plan.
(b) A record whose retention period has expired on a records
control schedule shall be destroyed unless an open records request
is pending on the record, the subject matter of the record is
pertinent to a pending law suit, or the department head requests
in writing to the Records Management Officer that the record be
retained for an additional period.
(c) Prior to the destruction of a record under an approved
records control schedule, authorization for the destruction must
be obtained by the Records Management Officer from the Board of
Alderman.
SECTION 11. DESTRUCTION OF UNSCHEDULED RECORDS. A record that
has not yet been listed on an approved records control schedule
may be destroyed if its destruction has been approved in the same
manner as a record destroyed under an approved schedule and the
Records Management Officer has submitted to and received back
from the director and librarian an approved destruction
authorization request.
Dr. R. L. Gilkey came on behalf of the Thunder Junction Board
asking the community to support this effort.
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Clarendon (Tex.). [City of Clarendon Ledger: Minutes for September 10, 1991 - September 25, 2003], book, 2003~; (https://texashistory.unt.edu/ark:/67531/metapth38102/m1/27/: accessed May 3, 2024), University of North Texas Libraries, The Portal to Texas History, https://texashistory.unt.edu; crediting City of Clarendon.