CM. Records Management Program

DEFINITION
A "local government record" means any 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 characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by the College District or any of its officers or employees, pursuant to law or in the transaction of public business. The term does not include:
1. Extra identical copies of documents created only for convenience of reference or research by College District officers or employees.


2. Notes, journals, diaries, and similar documents created by a College District officer or employee for his or her own personal convenience.


3. Blank forms, stocks of publications, and library and museum materials acquired solely for the purposes of reference or display.


4. Copies of documents in any media furnished to the public under the Open Records Act or other state law.
Loc. Gov't. Code 201.003(8)


BOARD'S RESPONSIBILITIES
In implementing the Local Government Records Act, the Board shall:
1. Establish, promote, and support an active and continuing program for the efficient and economical management of all College District records.


2. Cause policies and procedures to be developed for the administration of the program under the direction of the records management officer.


3. Facilitate the creation and maintenance of College District records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the College District and designed to furnish the information necessary to protect the College District's legal and financial rights, the state, and persons affected by the College District's activities.


4. Facilitate the identification and preservation of College District records that are of permanent value.


5. Facilitate the identification and protection of essential College District records.
6. Cooperate with the State Library and Archives Commission in its conduct of statewide records management surveys.
Loc. Gov't. Code 203.021


CUSTODIANS OF RECORDS
In implementing the Local Government Records Act, College District personnel who are custodians of records shall:
1. Cooperate with the records management officer in carrying out the policies and procedures established by the College District for the efficient and economical management of rec-ords and in carrying out the requirements of the Act.
2. Adequately document the transaction of College District business and the services, programs, and duties for which the custodians and their staff are responsible.
3. Maintain the records in the custodians' care and carry out the preservation, microfilming, destruction, or other disposition in accordance with the policies and procedures of the College District's records management program.
Loc. Gov't. Code 203.022


RECORDS MANAGEMENT OFFICER
In implementing the Local Government Records Act, the records management officer shall:
1. Assist in establishing and developing policies and procedures for the College District's records management program.


2. Administer the records management program and provide assistance to the custodians in order to reduce costs and improve record-keeping efficiency.


3. In cooperation with the custodians of records, prepare and file records control schedules, amended schedules, and lists of obsolete records, as required by the Local Government Rec-ords Act.


4. In cooperation with the custodians of records, prepare or direct the preparation of requests for authorization to destroy records, when such requests are required under the Local Government Records Act.


5. In cooperation with the custodians of records, identify and take adequate steps to preserve College District records of permanent value.


6. In cooperation with the custodians of records, identify and take adequate steps to protect essential College District records.


7. In cooperation with the custodians of records, ensure that the maintenance, preservation, microfilming, destruction, or other disposition of records is carried out in accordance with the College District's records management program and legal requirements.


8. Disseminate to the Board and custodians of records information concerning state laws, administrative rules, and government policies relating to the College District's records.


9. In cooperation with the custodians of records, establish procedures to ensure that the handling of records is carried out with due regard for the duties and responsibilities of custodians that may be imposed by law and the confidentiality of information in records to which access is restricted by law.
Loc. Gov't. Code 203.023

RETENTION SCHEDULES
In developing the College District's records retention schedule, the records management officer shall ensure it is consistent with the applicable minimum retention schedules adopted by the State Library and Archives Commission, i.e., Local Schedule GR-Records Common to all Governments, Local Schedule EL-Records of Elections and Voter Registration, Local Schedule TX-Records of Property Taxation, and Local Schedule JC-Records for Public Junior Colleges. 13 TAC 7.125

MICROFILMING
College District records may be maintained on microfilm in addition to or instead of paper or other media, subject to the requirements of Chapter 204 of the Local Government Code and rules adopted by the State Library and Archives Commission. Loc. Gov't Code 204.002

ELECTRONIC STORAGE
College District records may be stored electronically in addition to or instead of source documents in paper or other media, subject to the requirements of Chapter 205 of the Local Government Code and rules adopted by the State Library and Archives Commission. Loc. Gov't. Code 205.002

FEDERAL INVESTIGATIONS AND BANKRUPTCY
Anyone who knowingly alters, destroys, mutilates, conceals, covers up, falsifies, or makes a false entry in any record, document, or tangible object with the intent to impede, obstruct, or influence the investigation or proper administration of any matter within the jurisdiction of any department or agency of the United States or any bankruptcy case, or in relation to or contemplation of any such matter or case, shall be fined, imprisoned not more than 20 years, or both. 18 U.S.C. 1519

 


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