Memo Resolution Records Department Retention Schedule amendmentsCITY COUNCIL MEMORANDUM /RESOLUTION
City Council Meeting: March 11, 2008
Department:
Subject:
BACKGROUND
Records Department
Retention Schedule amendments
Agenda No. 6
At the City Council meeting of February 26th, 2007 City Council asked that staff bring back and
item amending the current retention schedule for length of time for the City Council Meeting
DVD's as well any other Board or Commissions DVD's of meeting. The current retention is, 90
days after approval of written minutes.
FISCAL IMPACT
None
RECOMMENDATION
Staff recommends the retention of DVD's, audio tapes and any other form of recorded meetings
be amended to five (5) years after approval of written minutes, as per Council request.
It is also recommended that the City revise and adopt for uniformity the current Texas State
Library schedule and file appropriate amendments with the Texas State Library and Local
Records Management Division.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ:
That the above stated staff recommendations are hereby approved and authorized.
PASSED AND APPROVED at a regular meeting of the City Council of the City of Schertz,
Texas this 11th day of March, 2008, at which meeting a quorum was present, held in accordance
with the provisions of V.T.C.A., Government Code, §551.001 et seq.
APPROVE
a
Hal Bal win, Mayor
Page 2
ATTEST;
c ennis, City Secretary
ATTACHMENT
Existing Schedule
Proposed Changed Schedule
Texas State Library and Archives Commission
State and Local Records Management Division
and Archives PO Box 12927 • Austin, Texas 78711 -2927 • Telephone 512 - 421 -7200
Commission
Declaration of Compliance with the Records Scheduling Requirement
of the Local Government Records Act
(Submitted pursuant to § 203.041(a)(2), Local Government Code)
City of Schertz
Name of Government
1400 Schertz Parkway
Address
Schertz 78154 2106191171
City and Zip Telephone
As records management officer for the local government or elective county office named, I hereby declare, that in lieu of filing
records control schedules, we have adopted records control schedules that comply with minimum requirements established on records
retention schedules issued by the Texas State Library and Archives Commission (as checked below) for use in our records
management program. In doing so, I also certify that the administrative rules for electronic records, adopted by the commission under
§ 205.003(a), Local Government Code, will be followed for records subject to the rules. I understand that:
(1) the validity of this declaration is contingent on its acceptance for filing by the commission;
(2) if we have previously filed documentation with the commission in which we declared our intent to retain all records
permanently, we must attach amended documentation to this declaration before it can be accepted for filing;
(3) the records control schedules adopted by this declaration may be amended by filing for approval a Supplemental Records
Control Schedule (SLR Form 509) on which are listed proposed retention periods for records that do not appear on schedules issued
by the commission (as checked below);
(4) if a Supplemental Records Control Schedule is not filed, we must file a Request for Authorization to Destroy Unscheduled
Records (SLR 50 1) in order to destroy records that do not appear on schedules issued by the commission (as checked below);
(5) the commission will supply us with subsequent editions of any schedules issued by the commission (as checked below) and
supplemental forms for declaring compliance with amended requirements; and
(6) should we file locally developed records control schedules under § 203.041(a)(1), Local Government Code, retention periods
on any approved locally developed schedule shall prevail over those in any schedule adopted by this declaration in the event of any
confl ict.
Check those schedules issued by the commission with which your records control schedules, adopted by this declaration, comply:
❑ Schedule CC (Records of County Clerks)
❑ Schedule DC (Records of District Clerks)
® Schedule EL (Records of Elections and Voter Registration)
® Schedule GR (Records Common to All Governments)
® Schedule HR (Records of Public Health Agencies)
❑ Schedule JC (Records of Public Junior Colleges)
Texas State Library and Archives Commission Use Only
Accepted for Filing:
Date: SLR508 (1/08)
® Schedule LC (Records of Justice and Municipal Courts)
® Schedule PS (Records of Public Safety Agencies)
® Schedule PW (Records of Public Works and Services)
❑ Schedule SD (Records of Public School Districts)
❑ Schedule TX (Records of Property Taxation)
® Schedule UT (Records of Utility Services)
Name (printed or typed): Evelyn Boggesss
Signature:
Date: March 11. 2008
Instructions for Completing Form SLR 508
Declaration of Compliance with the Records Scheduling Requirement of the
Local Government Records Act
Completion of this form is largely self - explanatory, but records management officers should keep the following in mind when
preparing the form for submission.
• Before submitting this declaration, make certain that you have the latest editions of the records retention schedules issued by the
commission (see enclosed list) that are applicable to the records of your government. If you do not have the latest editions,
contact the State and Local Records Management Division.
• Elective county officers should indicate both their county and office (and precinct number, if applicable) under the name of the
government. For example, Travis County Commissioner #3.
• Declarations must be signed by the designated records management officer of the local government or elective county office.
Declarations not signed by the records management officer will be returned for re- submission.
• Do not declare the adoption of records control schedules that comply with schedules issued by the commission that are
inapplicable to the records of your government. For example, a school district should not check Local Schedule CC, which is
used exclusively by county clerks. Declarations indicating compliance with inappropriate schedules will be returned for
re- submission.
• If the policy statement (for elective county offices) or ordinance, order, or resolution (for local governments) you previously filed
with the commission declares the intent to retain all records of your office or government permanently, you must submit amended
documentation with this form, withdrawing that intent, to make this declaration acceptable for filing.
A copy of this form indicating its acceptance for filing will be returned to the records management officer.
For questions concerning the use of this form or the management of local government records, please call our government records
consultant for your region or 512 - 421 -7200.
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