Policy Model 1
Records Management Policy Statement by an Elected County Official
The Texas Local Government Records Act (Title 6, Subtitle C, Local
Government Code) requires that each elective county office establish
a records management program. A copy of the program policy statement
must be filed with the director and librarian of the Texas State
Library, the executive and administrative officer of the Texas State
Library and Archives Commission. Completion and filing of this form
satisfies the requirement. For questions, contact your analyst at 512-421-7200.
(Please type or print neatly in ink)
_______________________________________________
County
________________________________________________
Title of Office
_________________________________________________
Name of Officeholder
I, the undersigned officeholder, (please check one)
______ will serve as records management officer for the office
as provided by § 203.001, Local Government Code.
______ designate the county records management officer to act as
records management officer for the records of the office, to the
extent authorized, as provided by § 203.005(g), Local Government
Code.
I, the undersigned officeholder, (please check one)
_____ will prepare and file records control schedules with the
director and librarian as provided by § 203.041(a)(1), Local Government
Code.
_____ will file with the director and librarian a written declaration
that we have adopted records control schedules for the office that
comply with records retention schedules issued by the Texas State
Library and Archives Commission as provided by § 203.041(a)(2),
Local Government Code.
_____ declare that all records of the office of the type listed
on records retention schedules issued by the Texas State Library
and Archives Commission shall be retained permanently as provided
by § 203.041(g), Local Government Code.
RECORDS MANAGEMENT POLICY
SECTION 1. DEFINITION OF RECORDS OF THE OFFICE. 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 office 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
office and shall be created, maintained, and disposed of in accordance
with the provisions of this policy or procedures authorized by it
and in no other manner.
SECTION 2. RECORDS DECLARED PUBLIC PROPERTY. All records
as defined in Section 1 of this statement are hereby declared to
be the property of the office. No official or employee of the office
has, by virtue of his or her position, any personal or property
right to such records even though he or she may have developed or
compiled them. The unauthorized destruction, removal from files,
or use of such records is prohibited.
SECTION 3. POLICY. It is hereby declared to be the policy
of the office to provide for efficient, economical, and effective
controls over the creation, distribution, organization, maintenance,
use, and disposition of all records of the office 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 and accepted records
management practice.
SECTION 4. RECORDS MANAGEMENT OFFICER. The records management
officer for the office will ensure that the maintenance, destruction,
microfilming, electronic storage, or other disposition of the records
of this office are carried out in accordance with the requirements
of the Local Government Records Act, rules adopted under the Act,
and the policies of the office.
SECTION 5. RECORDS MANAGEMENT COOPERATION.
The office shall work with the commissioners court, the county records
management officer, and other county officers in seeking efficient
and cost-effective solutions to records problems experienced in
common by all county offices.
____________________________________
Signature of Elected
County Official
____________________________________
Date
The completed and signed policy should be sent
to the
Texas State Library and Archives Commission
State
and Local Records Management Division
PO Box 12927
Austin, TX 78711-2927
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