Ord 3423 2/20/1979 ORDINANCE NO. ��
ORDINANCE PROVIDING FOR MICROFILMING CERTAIN
PUBLIC RECORDS, MAKING MICROFILM RECORD AN
ORIGINAL RECORD, AND AUTHORIZING DESTRUCTION
OF THE ORIGINAL RECORDS.
BE IT ORDAINED BY THE BOARD OF ALDERMEN OF THE CITY OF
WICHITA FALLS, TEXAS, THAT:
SECTION 1. There is hereby established, as authorized
by Article 6574c, Revised Civil Statutes of Texas, a micro-
film process by which certain public records of the City of
Wichita Falls may be accurately and permanently copied or
reproduced on film.
SECTION 2. The following departmental records may be
recorded on microfilm:
A. Accounting Department.
1. Check Vouchers and supporting documents.
2. Journal Vouchers and supporting documents.
3. General and subsidiary ledgers.
4. Annual Financial Reports and Management Letters.
5. Check Copies.
6. Cancelled Checks.
7. Payroll Registers and Reports.
8. Bank Statements and Deposit Slips.
9. Cash Receipt Forms and supporting documents.
10. Transaction History Reports.
11. Trial Balance Reports.
12. Revenue and Expenditure Reports.
13 . Interfund Payable - Receivable ledgers and
reports.
14. Daily cash collection reports of those Depts.
that receive cash.
15. Utility Collection Billing Registers and Meter
Reader Cards.
16. Utility Collection Meter Deposit records and
reports.
17. Firemen' s Relief and Retirement Fund records
and reports.
18. Debt Service records.
19. Correspondence and reports to other government
agencies that have contributed funding to the
City of Wichita Falls.
20. Contracts, Lease agreements, and other legal
documents which create revenues or obligations
for the City of Wichita Falls.
21. Bank transfer letters, treasury mgmt. records
and reports of collateral pledged to secure
City of Wichita Falls accounts.
22. General Correspondence and internal reports.
23. Fixed Asset records and reports.
B. Personnel Department.
1. Civil Service examinations and the answers
thereto.
2. The following records of terminated employees:
attendance card, P-17 forms, doctors' reports,
application form, physical examination,
insurance cards, exit interviews and W 4 forms.
C. Tax Department.
1. Tax rolls, city and school taxes.
2. Work sheets of assessors.
3. Paid accounts.
4. Tax cross reference.
5. Alphabetic street index.
6. Tax certificates.
D. Public Health Nursing Department.
1. Patient clinical records for Tuberculosis Program,
Crippled Children Program, and Maternal and Child
Health Program.
E. Health Administration Department.
1. Birth and death certificates and amendments
thereto.
SECTION 3. The department head, or someone under his
direction, shall organize, identify and index the microfilm
records so that an image produced from such records can be
certified as a true and correct copy of the original and can be
retrieved rapidly.
SECTION 4. All materials and processes used in such
microfilming shall meet the requirements of the United States
of America Standards Institute for archival quality, density,
resolution and definition.
SECTION 5. The department head, or someone under his
direction, shall check and certify that each microfilm
record is a true and correct duplication of the original public
record.
SECTION 6. The public shall be allowed free access to
view microfilm records to which they are entitled under law.
SECTION 7. When any of the above records have been micro-
filmed in compliance with this ordinance, such microfilm record
shall be an original record and will be accepted by any court or
administrative agency of the State of Texas.
SECTION 8. The originals of the above public records, which
have been microfilmed in accordance with this ordinance, may be
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destroyed by the department head after such original records
have been retained by the City for five years.
PASSED AND APPROVED this the 20th day of February, 1979.
M A Y O R
ATTEST:
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City Clerk
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