Res 071-93 5/18/1993a .
RESOLUTION NO. l3
RESOLUTION ADOPTING RECORDS MANAGEMENT
PLAN FOR THE CITY OF WICHITA FALLS
WHEREAS, it is necessary to adopt a Records Management
Plan for the orderly implementation of Records Management
under state law.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF WICHITA FALLS, TEXAS:
SECTION 1. The attached Records Management Plan
recommended by the Records Management Committee is hereby
adopted as the official plan of the City of Wichita Falls.
SECTION 2. It is hereby officially found and
determined that the meeting at which this resolution was
passed was open to the public as required by law.
PASSED AND APPROVED this 18th day of May, 1993 .
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M A Y O •
ATTEST:
CIT CLERK
ASSESSMENT OF CURRENT RECORDS FOR
THE INFORMATION MANAGEMENT PLAN
PURPOSE:
To provide information to assist in developing,
implementing, and maintaining a records management
program for efficient organization, maintenance, and
disposal of city records.
GENERAL OBJECTIVES:
1. Elimination of duplicate records.
2. Rapid retrieval of information.
3 . Standardization of filing procedures.
4. Maximum use of space, equipment, personnel, and
other resources.
5. Identification and protection of vital records
6. Implementation and use of a records retention
schedule to determine the legal, administrative,
fiscal, operation, and historical value of all
City records, and to determine their periods of
retention.
7. Timely transfer or destruction of inactive or
unnecessary records.
8.Judicious use of records necessary for efficient
day-to-day operations.
9. Increase in efficiency and productivity.
10. Control and maintenance of forms and forms
inventories.
11. Protection of public trust.
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DEFINITIONS:
1. "City records" means all documents, papers, letters,
books, maps, photographs, sound or video recordings,
microfilm, magnetic tape, electronic media or other
information recording media, regardless of physical form or
characteristic and regardless of whether public access to it
is open or restricted under the laws of the state, created
or received by the City of Wichita Falls or any of its
officers or employees pursuant to law or in the transaction
of public business, are hereby declared to be the records of
the City of Wichita Falls and shall be created, maintained,
and disposed of in accordance with the provisions of this
ordinance or procedures authorized by it, and in no other
manner.
2 . "Division head" means the officer who by ordinance,
order, or administrative policy is in charge of an office of
the City of Wichita Falls that creates or receives records.
3 . "Essential record" means any record of the City of
Wichita Falls necessary to the resumption or continuation of
operations of the City of Wichita Falls in an emergency or
disaster, to the re-creation of the legal and financial
status of the City of Wichita Falls, or to the protection
and fulfillment of obligations to the people of the state.
4. "Permanent record" means any record of the City of
Wichita Falls for which the retention period of a records
control schedule is given as permanent.
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DEFINITIONS, cont'd.
5 . "Records control schedule" means a document prepared
by or under the authority of the Records Management Officer
listing the records maintained by the City of Wichita Falls,
their retention periods, and other records disposition
information that the records management program may require.
6. "Records management" means the application ofgPP
management techniques to the creation, use, maintenance,
retention, preservation and disposal of records for the
purposes of reducing the costs and improving the efficiency
of recordkeeping. The term includes the development of
records control schedules, the management of filing and
information retrieval system, the protection of essential
and permanent records, the economical and space-effective
storage of inactive records, control over the creation and
distribution of forms, reports, and correspondence, and the
management of micrographics and electronic and other records
storage systems.
7. "Records management officer" means the person
holding the position of City Clerk of the City of Wichita
Falls.
8 . "Records liaison officers" means the persons
designated under Section 8 of Ordinance No. 2-91.
9. "Records management committee" means the committee
established in Section 5 of Ordinance No. 2-91.
10 . "Records management plan" means the plan developed
under Section 6 of Ordinance No. 2-91.
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DEFINITIONS, cont'd.
11. "Retention period" means the minimum time that must
pass after the creation, recording, or receipt of a record,
or the fulfillment of certain actions associated with a
record, before it is eligible for destruction.
12. "Unscheduled record" means a record that has not
yet been listed on an approved records control schedule.
SHORT RANGE ACTION PLAN:
1. Each Records Liaison Officer will complete a
records inventory and analyses of current and
future records for their division.
2. Each Records Liaison Officer will return this
completed information to the Records Management
Officer within six months from adoption of this
plan.
LONG RANGE ACTION PLAN:
1. The Records Management Officer and the Records
Management Committee will collect, review, and
analyze the data received from the Records Liaison
Officers to develop standardized procedures to be
used by the City of Wichita Falls departments to
fulfill the general objectives of this plan.
SHORT RANGE SPECIFIC OBJECTIVES:
1. Records Liaison Officers are to determine what
divisional procedures are currently used for
management of division records.
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SHORT RANGE SPECIFIC OBJECTIVES, cont'd.
2 . Records Liaison Officers are to determine and
report the current condition of the division' s
records to the Records Management Officer and the
Records Management Committee.
3 . The Records Liaison Officers will provide an
inventory to the Records Management Officer and
the Records Management Committee of the equipment,
and conditions of the equipment, that is used for
records management of division records.
4. The Records Liaison Officers will provide
information identifying their filing
classification system to the Records Management
Officer and Records Management Committee.
5. The Records Liaison Officers are to describe the
mix and quantity of records and media used in
their division (paper, magnetic, diskette, and
other electronic format. )
6. The Records Liaison Officers shall provide the
following information regarding forms being used
in their divisions to the Records Management
Officer and Records Management Committee.
a. Samples or copies of all forms
b. What forms are out of date, no longer
used, frequently used?
c. Which of these forms are on computer?
d. How much time is spent processing forms?
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SHORT RANGE SPECIFIC OBJECTIVES, cont'd.
e. What type of inventory control is used
for forms management?
7. Records Liaison officers shall describe in detail
the method of records storage, the determination
of what should or should not be stored, and the
method of retrieval that is currently being used.
8. Records Liaison Officers shall provide to the
Records Management Officer and Records Management
Committee the types of records that are currently
microfilmed, and the time frame retained after
microfilming. They will also provide information
as to the necessity of the records currently being
microfilmed, and any records that should be
included for microfilming.
9. Conduct physical inventory of records; sample
attached.
LONG RANGE SPECIFIC OBJECTIVES:
1. Records Liaison Officers will provide information
describing the current goals of the department
head and records staff to the Records Management
Officer and Records Management Committee.
2. Records Liaison Officers will provide information
on any problems that are obvious with our current
records management, identifying each problem to
the Records Management Officer and Records
Management Committee.
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LONG RANGE SPECIFIC OBJECTIVES, cont'd.
3 . Records Liaison Officers will survey and provide
information to the Records Management Officer and
Records Management Committee on what types of
reports are generated, how often, and are those
reports necessary.
4. The Records Management Officer and Records
Management Committee will review the current
condition of the division' s records, and determine
if anything needs to be done to improve the
records management of that division.
5. The Records Management Officer and Records
Management Committee will determine for the
organization what the overall records system
architecture should be.
6. The Records Management Officer and Records
Management Committee will file with the State the
schedule for records control by January 1995, or
apply for an extension of one to three years for
this filing.
7. The Records Liaison Officers will conduct a survey
and provide information to the Records Management
Officer and Records Management Committee on the
amount of cubic feet measurements of storage
required for records management.
8. The Records Management Officer and Records
Management Committee shall establish the procedure
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LONG RANGE SPECIFIC OBJECTIVES, cont'd.
for destruction of records in accordance with
Section 202. 003 of the state law which states
burning, shredding, and pulping, or burial in a
landfill.Records to which public access is
restricted under state law may be destroyed only
by burning, pulping, or shredding.
9. The Records Management Officer and Records
Management Committee will file with the State all
required reports, and establish the plan on
destruction, etc. , that will include the purpose
and intent of the law.
10. The Records Management Officer and Records
Management Committee will develop internal
organizational procedures, and forms to be used to
determine what and when the records need to be
removed.
11. The Records Management Officer and Records
Management Committee will establish and monitor
procedures for microfilming of local government
records in accordance with administrative rules of
the Texas Administrative Code, Title 13 , Chapter
7.
12 . The Records Management Officer and Records
Management Committee will be responsible for
review and change to the Records Management Plan
as needed on an on-going basis.
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Texas State Library • Local Records Division
RECORDS INVENTORY AND ANALYSIS FORM
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