HomeMy WebLinkAboutOrdinance 12027
ORDINANCE NO. /~®~ / '" `; '~~~ ~ ~ ~ ~ ~r6
AN ORDINANCE AMENDING THE CODE OF THE CITY OF FORT WORTH
(1986), AS AMENDED, BY THE REPEAL OF ARTICLE VIII,
"MICROFILMING AND RETENTION OF RECORDS IN ADMINISTRATIVE
DEPARTMENTS AND AGENCIES OF THE CITY" OF CHAPTER 2,
"ADMINISTRATION;" AND FURTHER AMENDING THE CODE OF THE
CITY OF FORT WORTH (1986) , AS AMENDED, BY THE ADOPTION OF
A NEW CHAPTER 2, ARTICLE VIII, ENTITLED "RECORDS
MANAGEMENT"; PROVIDING FOR A COMPREHENSIVE RECORDS
MANAGEMENT PROGRAM FOR THE CITY OF FORT WORTH; PROVIDING
THAT THIS ORDINANCE IS CUMULATIVE; PROVIDING A
SEVERABILITY CLAUSE; PROVIDING A FINE OF UP TO $500.00
FOR EACH OFFENSE IN VIOLATION OF THE ORDINANCE; PROVIDING
A SAVINGS CLAUSE; PROVIDING THAT THIS ORDINANCE MAY BE
PUBLISHED IN PAMPHLET FORM; PROVIDING FOR PUBLICATION IN
THE OFFICIAL NEWSPAPER OF THE CITY; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the Local Government Records Act, Title 6, Subtitle
C, of the Local Government Code, provides that a local government
must establish by ordinance an active and continuing records
management program to be administered by a records management
officer; and
WHEREAS, the City of Fort Worth desires to adopt an ordinance
for that purpose and to prescribe policies and procedures
consistent with the Local Government Records Act and in the
interests of cost-effective and efficient record keeping;
NOW THEREFORE,- BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FORT WORTH, TEXAS THAT:
SECTION 1.
That the Code of the City of Fort Worth (1986), as amended, is
hereby amended through the repeal of Article VIII "Microfilming and
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Records Retention in Administrative Departments and Agencies of the
City" of Chapter 2 "Administration."
Further, the Code of the City of Fort Worth (1986), as
amended, is hereby amended by the adoption of a new Chapter 2,
"Administration," Article VIII, entitled "Records Management," to
read as follows:
ARTICLE VIII. RECORDS MANAGEMENT
Section 2-276. Policy.
(a) The City of Fort Worth recognizes that the citizens
of Fort Worth have a right to expect, and the City
has an obligation to foster, efficient and cost-
effective government and further recognizes the
central importance of City records in the lives of
its citizens.
(b) It is the policy of the City of Fort Worth to
provide for efficient, economical, and effective
controls over the creation, distribution, organi-
zation, maintenance, use, and disposition of all
records of the City of Fort Worth. This policy
will be implemented through a comprehensive system
of. integrated procedures for the management of
records from their creation to their ultimate
disposition, consistent with the requirements of
the Local Government Records Act or any successor
statute and accepted records management practice.
Section 2-277. Scop@.
All City records shall be created, maintained, and
disposed of in accordance with this Article and all
policies and procedures established pursuant to this
Article, and in no other manner.
Section 2-278. D@finitiona.
Unless a provision explicitly states otherwise, the
following terms and phrases, as used in this Article and
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all policies and procedures established pursuant to this
Article, shall have the meanings hereinafter designated.
Approved records control schedule means a records control
schedule that has been:
(a) Reviewed by the department director and the records
management policy committee;
(b ) Adopted by the records management policy committee;
and
(c) Approved by the director and librarian of the Texas
State Library.
City record means every document, paper, letter, book,
map, photograph, sound or video recording, microfilm,
magnetic tape, electronic medium, or other information
recording medium, regardless of physical form or charac-
teristic and regardless of whether public access to it is
open or restricted under state or federal law, that is
created or received by the City of Fort Worth or any of
its officers or employees pursuant to law or in the
transaction of public business. A City .record does not
include extra identical copies of documents created only
for convenience of reference or research; notes,
journals, diaries, and similar documents created for the
employee's personal convenience; library or museum
material acquired solely 'for reference, exhibit, or
display; or stocks of publications, advertisements, or
other unsolicited written materials received by the City
or any of its officers or employees that does not involve
public business.
Department means any department, office, agency,
division, program, commission, bureau, board, committee,
task force, ad hoc committee, or similar entity of the
City.
Department director means the officer who by charter,
ordinance, order, or administrative policy is in charge
of a department or an office of the City that creates or
receives City records.
Essential record means any City record necessary to:
(a) The resumption or continuation of operations of the
City in an emergency or disaster;
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(b) The re-creation of the legal and financial status
of the City; or
(c) The protection and fulfillment of obligations to
the citizens of the City.
Historical City record means any City record that is
adjudged worthy of permanent preservation for reference
and research purposes and suitable for deposit in the
municipal archive.
Local Government Records Act means Title 6, Subtitle C of
the Local Government Code, as amended.
Permanent record means any City record for which the
retention period on a records control schedule is given
as permanent.
Records control schedule means a document prepared by or
under the authority of the records management officer
that describes recurring records or records series on a
continuing basis, indicating for each record or records
series:
(a) The length of time the record or records series is
to be maintained in a department or in inactive
storage;
(b) When and if the record or records series may be
destroyed or otherwise disposed of; and
(c) Other records disposition information that the
records management program may require.
Records disposition means:
(a) The destruction of a City record that has passed
its minimum legal retention period and no longer
has value to the City; or
(b) Permanent storage of a permanent City record.
Records inventory means the process of locating, identi-
fying, and describing in detail the records of a
department.
Records liaison officer means any person designated under
Section 2-289 of this Article.
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f
Records management means the application of management
techniques to the creation, use, maintenance, retention,
preservation, and disposal of City records for the
purposes of reducing the costs and improving the effi-
ciency of record keeping. The term includes:
(a) The development of records control schedules:
(b) The management of filing and information retrieval
systems;
(c) The protection of essential and permanent records;
(d) The economical and space-effective storage of
inactive records;
(e) The control over the creation and distribution of
forms, reports, and correspondence; and
(f) The management of micrographic, electronic, and
other records storage systems.
Records management officer means the city employee
serving in the position of records manager.
Records management plan means the plan developed under
Section 2-287 of this Article.
Records management policy committee means the committee
established under Section 2-286 of this Article.
Retention period means the minimum time that must pass
after the creation, recording, or receipt of a City
record, or after the fulfillment of certain actions
associated with a City record, before the record is
eligible for destruction.
Section 2-279. Records Management Program.
(a) There is hereby created a records management
program in the Department of Fiscal Services for
the purpose of administering an active and contin-
uing city-wide records management program.
(b) The records management program will be headed by
the records manager, who shall be appointed by and
work under the direction of the Director of Fiscal
Services.
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Section 2-280. Municipal Archive.
(a) There is hereby created a municipal archive in the
Fort Worth Public Library for the purposes of
housing, arranging, describing, preserving and
making available for research the historical city
records transferred from City departments.
(b) The municipal archive shall be headed by the
municipal archivist, who shall be appointed by and
work under the supervision of the library director.
Section 2-281. City Records.
(a) Every City record is the property of the City. No
City officer or employee has, by virtue of his or
her position, any personal or property right to a
City record even though the City officer or
employee may have developed or compiled the record.
The unauthorized alteration, destruction, removal
from files, or use of a City record is prohibited.
A City record exempted from public disclosure under
state or federal law is not made subject to dis-
closure by its designation as City property under
this section.
(b) A City record shall not be sold, loaned, given
away, destroyed, or otherwise alienated from the
City's custody unless done in accordance with the
provisions of this Article or unless destroyed as
directed by an expunction order issued by a
district court pursuant to state law. This section
does not apply to a City record that is temporarily
transferred to a contractor for purposes of micro-
filming, duplication, conversion to electronic
media, restoration, or a similar records management
and preservation procedure if the transfer is
authorized by the records management officer.
(c) Legal custody of a City record created or received
by a department during the course of business
remains with the department director or with the
department director of any designated successor of
the department. The legal custodian, as guardian
of the record, does not relinquish responsibility
for the care, preservation, or legal disposition of
the record even though physical custody of the
record for maintenance and preservation purposes
may be held by another department or agency. An
original City record may not leave the custody of
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the department concerned when being used by a
member of the public.
(d) Every officer or employee shall deliver to any
successor all City records pertaining to the office
held by the City officer or employee.
(e) A City record that has continuing historical value
to the City may be transferred to the municipal
archive upon agreement between the department
director, the records management officer, the
municipal archivist, and the records management
policy committee. Custody of the record will be
known subsequently as archival custody, and
ownership of the record remains with the City.
(f) The City shall maintain legal and physical custody
of all City records belonging to any defunct
department that does not have a named successor.
Section 2-282. Prohibitions on Destruction of City
Records.
The destruction of a City record involved in a pending
request under Chapter 552 of the Texas Government Code,
pending litigation, or a pending audit is prohibited,
even if the destruction of the record is authorized by an
approved records control schedule.
Section 2-283. Duties of the City Council.
The City Council shall:
(a) Establish, promote, and support an active and con-
tinuing program for the efficient and economical
management of all City records; and
(b) Be subject to the same duties and responsibilities
required of a department by this Article, any
policy or procedure established under this Article,
and state law.
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Section 2-284. Duties of the City Manager.
The City Manager shall:
(a) Cause policies and procedures to be developed for
the administration of the program under the direc-
tion of the records management officer;
(b) Facilitate the creation and maintenance of City
records containing adequate and proper documen-
tation of the organization, functions, policies,
decisions, procedures, and essential transactions
of the City and designed to furnish the information
necessary to protect the legal and financial rights
of the City, the state, and persons affected by the
activities of the City;
(c) Facilitate the identification and preservation of
City records that are of permanent value; and
(d) Facilitate the identification and protection of
essential records.
Section 2-285. Records Management Officer.
(aj The City Council hereby designates the position of
records manager to serve as records management
officer for the City of Fort Worth.
(b) When the individual serving as the records man-
agement officer changes, that person shall file his
or her name with the director and librarian of the
Texas State Library within thirty days after the
date of assuming office.
(c) The records management officer shall perform those
duties assigned in the policies and procedures
established pursuant to this Article, all duties
established by state law, and shall:
(1) administer the City's records management pro-
gram under the direction of the Director of
Fiscal Services and provide advice and assis-
tance to department directors in its implemen-
tation;
(2) assist and advise the records management
.policy committee in establishing and devel-
oping policies and procedures for the City's
records management program;
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(3) prepare and submit for approval records
control schedules for all departments in
accordance with Section 2-289.1 of this
Article;
(4) in cooperation with department directors,
identify essential records and establish a
disaster and recovery plan for the records of
each department to ensure maximum availability
of the records in order to re-establish
operations quickly and with minimum disruption
and expense;
(5) monitor records retention schedules and admin-
istrative rules issued by the Texas State ~
Library and Archives Commission to determine
if the records management program and the
City's records control schedules are in com-
pliance with state regulations;
(6) disseminate to the City Council, the City
Manager, the department directors, and the
records management policy committee
information concerning state laws and
administrative rules relating to City records;
(7) instruct records liaison officers and other
personnel in policies and procedures of the
records management plan and their duties in
the records manaE~ement program;
(8) direct records liaison officers or other
personnel in the conduct of records inven-
tories in preparation for the development of
records control schedules as required by state
law and this Article;
(9) ensure that the maintenance, preservation,
microfilming, electronic storage, destruction,
and other disposition of City records is
carried out in accordance with the policies
and procedures of the records management
program and the requirements o~ state law;
(10) maintain statistics on the volume of City
records destroyed under approved records
control schedules, the volume of records
microfilmed or stored electronically, and the
estimated cost and space savings as the result
of such disposal or disposition;
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(11) report annually to the City Council on the
implementation of the records management plan
in each department of the City, including
summaries of the statistical and fiscal data
compiled under Section 2-287 of this Article;
(12) -bring to the attention of the records manage-
ment policy committee any noncompliance by a
department director or other personnel with
the policies and procedures of the records
management program or state law;
(13) review and submit departmental requests for
authorization for electronic storage of City
records to the director and librarian of the
Texas State Library as required by state law;
and
(14) develop procedures to ensure the permanent
preservation of the historically valuable
records of the City.
Section 2-286. Records Management Policy Committee.
(a) There is hereby established a records management
policy committee. The committee shall consist of
the city attorney, city auditor, director of fiscal
services, director of information systems and
services, and the risk manager. A member of the
committee may designate a representative to serve
in the member's place by filing a written desig-
nation with the records management officer.
(b) The committee shall annually select a chairperson.
The chairperson shall be responsible for calling
meetings of the committee and presiding over same.
(c) The records management officer shall serve as the
executive secretary of the committee, coordinate
its actions, provide recommended policies and
procedures, and assist the committee in carrying
out its functions.
(d) The committee shall:
(1) establish policies and procedures necessary
for the implementation and administration of
the City's records management program;
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(2) review the performance of the program on a
regular basis and propose changes and improve-
ments if needed;
(3) review, approve, and adopt records control
schedules submitted by the records management
officer;
(4) give final approval to the destruction of
records in accordance with approved records
control schedules; and
(5) actively support and promote the records
management program throughout the City.
Section 2-287. Records Management Plan.
(a) The records management officer and the records
management policy committee shall develop a city-
wide records management plan. The plan shall be
designed to enable the records management officer
to carry out duties as prescribed by state law and
this Article.
(b) The records management plan shall establish
policies, procedures, and criteria for:
(1) the reduction of costs and improvement of the
efficiency of records keeping;
(2) the adequate protection of the essential
records of the City;
(3) the proper preservation of City records that
are of historical value;
(4) the determination of the eligibility of
records for microfilming;
(5) the microfilming of City records, including
policies to ensure that all microfilming is
done in accordance with state law and the
standards and procedures for the microfilming
of local government records established in
rules of the Texas State Library and Archives
Commission;
(6) the regulation of the operations and use of
inactive records storage areas, which shall
serve as the depositories of inactive records
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of continuing value to the City, unless the
records have been transferred to the municipal
archive for purposes of preservation as
historical City records; and
(7) the maintenance, preservation, and storage of
the electronic records of the City, including
policies to ensure that all electronic storage
of City records is done in accordance with
state law.
(c) The records management plan shall be binding on all
City officers and employees and on all departments,
offices, agencies, divisions, programs, commis-
sions, bureaus, boards, committees, task forces, ad
hoc committees, and similar entities of the City.
Section 2-288. Department Director Duties.
(a) In addition to other duties assigned in this
Article and by state law, every department director
shall:
(1) cooperate with the records management officer
in carrying out the policies and procedures
established by the City for the efficient and
economical management of City records and in
carrying out the requirements of this Article;
(2) adequately document the transaction of
government business and the services,
programs, and duties for which the department
director and department staff are responsible;
(3) maintain City records in the department
director's custody and carry out the preser-
vation, microfilming, electronic storage,
destruction, and other disposition of those
records only in accordance with the policies
and procedures of the records management
program of the City and the requirements of
this Article.
(4) review and approve records control schedules
and requests to dispose of City records that
are prepared and submitted by the records
management officer; and
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(5) notify the records management officer within
24 hours of the discovery of any loss, theft,
or damage to a City record.
(b) No city ordinance or policy relating to the duties,
record keeping requirements, or other responsi-
bilities of a department director shall exempt the
department director or City records in the depart-
ment director's custody from the application of
this Article and the records management plan
adopted under this Article, nor shall such a law or
policy be used by the department director as a
basis for refusing to participate in the records
management program of the City.
Section 2-289. Departmental Records Liaison
Officers.
(a) Each department director shall designate in writing.
to the records management officer a member of the
department director's staff to serve as the records
liaison officer for the implementation of the
records- management program in the department. If
the records management officer determines that more
than one records liaison officer should be desig-
nated for a department, the department director
shall designate the number of records liaison
officers specified by the records management
officer. The department director may serve as
records liaison officer for a department.
(b) A person designated as a records liaison officer
shall be thoroughly familiar with, and have full
access to, all City records created and maintained
by the department.
(c) If a person designated as a records liaison officer
resigns, retires, or is removed by action of the
department director, the department director shall
promptly designate another person to fill the
vacancy.
(d) In addition to other duties assigned in this
Article or by state law, a records liaison officer
shall:
(1) in cooperation with the records management
officer, coordinate and implement the policies
and procedures of the records management
program in the department;
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(2) disseminate information to department staff
concerning the records management program; and
(3) in cooperation with the records management
officer, coordinate the records inventory of
the department.
Section 2-289.1. Records Control Schedules.
(a) The records management officer, in cooperation with
department directors and records liaison officers,
shall prepare records control schedules on a
department by department basis that describe and
establish the retention periods for all City
records created or received by each department.
(b) A records control schedule must contain such other
information regarding the disposition of City
records as the records management plan may require.
Every City record identified on a records control
schedule, or any amendment to the schedule, or in
any request for destruction of a record shall be
specifically described.
(c) Any records control schedule, amendment to a
schedule, or request for destruction of a record
that contains general terms such as "miscellaneous"
and "various" to describe any record identified in
such a document will not be submitted to the
records management policy committee for consid-
eration.
(d) Each records control schedule shall be monitored
and amended as needed by the records management
officer on a regular basis to ensure that the
schedule is in compliance with records retention
schedules issued by the state and that the schedule
continues to reflect the record keeping procedures
and needs of the department and the records
management program of the City.
(e) Before its adoption, a records control schedule or
amended schedule for a department must be approved
by the department director and the records manage-
ment policy committee.
(f) After adoption by the records management policy
committee, a records control schedule shall be
submitted by the records management officer to and
accepted for filing by the director and librarian
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of the Texas State Library, as provided by state
law, before the schedule may be implemented. If a
schedule is not accepted for filing, the schedule
must be amended and resubmitted to the records
management policy committee for adoption to make it
acceptable for filing.
Section 2-289.2. Destruction of City Records.
(a) The department director and records liaison officer
of a department for which a records control
schedule has been approved and adopted shall
implement the schedule in accordance with the
policies and procedures of the records management
plan.
(b) A department director or records liaison officer
shall notify the records management officer when a
City record is eligible for destruction.
(c) Before a City record is destroyed under an approved
records control schedule, the records management
officer must obtain authorization for the destruc-
tion from the records management policy committee,
unless the approved schedule specifies that the
record may be destroyed without additional review
or authority of the records management policy
committee.
(d) A City record whose retention period has expired on
an approved records control schedule must be
destroyed unless:
(1) a request for the record is pending under
Chapter 552 of the Texas Government Code;
(2) the subject matter of the record is pertinent
to pending litigation or audit; or
(3) the department director requests in writing to
the records management officer that the record
be retained for an additional period.
(e) A City record that is obsolete or that has not been
identified on an approved records control schedule
may be destroyed if:
(1) its destruction has been approved i.n the same
manner required by this Article for the
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destruction of a record that is identified on
an approved records control schedule; and
(2) the records management officer has submitted
to and received from the director and
librarian of the Texas State Library an
approved request for destruction authori-
zation.
Section 2-289.3. City Right to City Records.
The City may demand and receive from any person any City
record in private possession that was created or received
by the City, the removal of which was not authorized by
law.
Section 2-289.4. Criminal Offense.
(a) An officer or employee of the City who knowingly or
intentionally violates this Article or a policy or
procedure adopted under this Article commits a
misdemeanor punishable by a maximum fine of
$500.00.
(b) Pursuant to Section 202.008 of the Local Government
Code, an officer or employee of the City commits a
Class A misdemeanor if the officer or employee
knowingly or intentionally violates the Local
Government Records Act or the rules adopted under
said Act, by destroying or alienating a local
government record in contravention of the Act or by
intentionally failing to deliver records to a
successor in office. A Class A misdemeanor is
punishable by a fine of up to $4,000, confinement
in jail for up to one year, or both.
SECTION 2.
This ordinance shall be cumulative of ali provisions of
ordinances and of the Code of the City of Fort Worth, Texas (1986),
as amended, except where the provisions of this ordinance are in
direct conflict with the provisions of such ordinances and such
Code, in which event conflicting provisions of such ordinances and
such Code are hereby repealed.
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SECTION 3.
It is hereby declared to be the intention of the City Council
that the sections, paragraphs, sentences, clauses and phrases of
this ordinance are severable, and, if any phrase, clause, sentence,
paragraph or section of this ordinance shall be declared
unconstitutional by the valid judgment or decree of any court of
competent jurisdiction, such unconstitutionality shall not affect
any of the remaining phrases, clauses, sentences, paragraphs and
sections of this ordinance, since the same would have been enacted
by the City Council without the incorporation in this ordinance of
any such unconstitutional phrase, clause, sentence, paragraph or
section.
SECTION 4.
Any person, firm or corporation who violates, disobeys, omits,
neglects or refuses to comply with or who resists the enforcement
of any of the provisions of this ordinance shall be fined not more
than five hundred Dollars ($500.00), for each offense. Each day
that a violation is permitted to exist shall constitute a separate
offense.
SECTION 5.
All rights and remedies of the City of Fort Worth, Texas are
expressly saved as to any and all violations of the provisions of
the ordinances amended in Section 1, which have accrued at the time
of the effective date of this ordinance and, as to such accrued
violations and all pending litigation, both civil and criminal,
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whether pending in court or not, under such ordinances, same shall
not be affected by this ordinance but may be prosecuted until final
disposition by the courts.
SECTION 6.
The City Secretary of the City of Fort Worth, Texas is hereby
authorized to publish this ordinance in pamphlet form for general
distribution among the public, and the operative provisions of this
ordinance as so published shall be admissible in evidence in all
courts without further proof than the production thereof, as
provided in Chapter XXV, Section 3, of the Charter of the City of
Fort Worth, Texas.
SECTION 7.
The City Secretary of the City of Fort Worth, Texas, is hereby
directed to publish the caption and Section 4 of this ordinance for
two (2) days in the official newspaper of the City of Fort Worth,
Texas, as authorized by Section 2, Chapter XXV of the Charter of
the City of Fort Worth, Texas and by Section 52.013, Texas Local
Government Code.
SECTION 8.
This ordinance shall be in full force and effect after its
passage and publication as required by law, and it is so ordained.
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APPROVED AS TO FORM AND LEGALITY:
DATE : v ~/l ~ % ~S
ADOPTED:
EFFECTIVE:
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City of Fort Worth Texas
Mayor and Council Communication
DATE REFERENCE NIIMBER LOG NAME PAGE
07/11!95 G11153 13ART 1 of 2
SUBJECT gDOPTION OF ORDINANCE REPEALING IN ITS ENTIRETY ARTICLE VIII
"MICROFILMING AND RETENTION OF RECORDS IN ADMINISTRATIVE
DEPARTMENTS AND AGENCIES OF THE CITY" OF CHAPTER 2 "ADMINISTRATION"
OF THE CODE OF THE CITY OF FORT WORTH AND ADOPTING A NEW ARTICLE VIII
ENTITLED "RECORDS MANAGEMENT"
RECOMMENDATION
It is recommended that the City Council adopt the attached Records Management Program
ordinance
DISCUSSION
Attached is a Records Management Program ordinance for the City of Fort Worth The
enactment. of such an ordinance for a new or existing records management program is a
statutory requirement of the Local Government Records Act In addition to "establishing" the
City's records management program, the ordinance provides the basic structure of the program
and distributes authority for carrying out its provisions, as well as those of the Local Government
Records Act
Provisions in Section 2-286 of the ordinance propose changes to current oversight requirements
of the City Council These provisions invest final authority with a records management policy
committee for adopting departmental records control schedules and for approving the destruction
of city records listed on an approved records control schedule These processes presently require
the approval of City Council Other key provisions of the ordinance include
Creation of
- A municipal archive in the Fort Worth Public Library (Sec 2-280)
- A records management policy committee (Sec 2-286)
Designation of
-Records liaison officers (Sec 2-289)
Definition of duties and responsibilities of
-City Council (Sec 2-283)
- City Manager (Sec 2-284)
-Records .Management Officer (Sec 2-285)
- Department directors (Sec 2-288)
City of Fort Worth, Texas
Mayor and Council Communication
DATE REFERENCE NUMBER LOG NAME PAGE
07/11 /95 13ART 2 of 2
SUBJECT ADOPTION OF ORDINANCE REPEALING IN ITS ENTIRETY ARTICLE VIII
"MICROFILMING AND RETENTION OF RECORDS IN ADMINISTRATIVE
DEPARTMENTS AND AGENCIES OF THE CITY" OF CHAPTER 2 "ADMINISTRATION"
OF THE CODE OF THE CITY OF FORT WORTH AND ADOPTING A NEW ARTICLE VIII
ENTITLED "RECORDS MANAGEMENT"
The records management program provided for in this ordinance is an information management
program The premise of such a program is that an organization's information resources are
assets and should be managed just as the organization manages its human, property, and capital
assets In addition to meeting statutory requirements regarding public records, the objectives
of this program are to
1) reduce the costs and improve the efficiency of recordkeeping,
2) adequately protect the essential records of the city, and
3) properly preserve city records that are of historical value
These objectives will be achieved by applying cost accounting and cost/benefit principles to the
design and creation of information, and by identifying and assigning value to all of the
organization's records and information assets Those records that are critical to the organization,
or that document the history of this city government and its policies and programs can then
receive special protection
CB a
Submitted for City Manager's F[1ND ACCOUNT CENTER AMOUNT CITY SECRETARY
Office by: (to)
APPROVED
Charles Boswell 8511
CITY COUNCIL
Originating Department Head:
Jim Keyes 8517 (from) JUL 11 1995
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For Additional Wormation T
Contact: aioll~t,'~
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Martha Chambers 8521