Records Management

The Office of the City Secretary is the administrative agency responsible for the care and maintenance of all City of Fredericksburg records. This office houses all legal transactions, City Council minutes, agendas, cemetery records, deeds, ordinances, resolutions, contracts and a vast array of other historical and regulatory information. The City Secretary is designated as the City’s Records Management Officer by both state law and City ordinance. She is responsible for developing and administering a records retention and destruction policy, monitoring the records storage centers, overseeing the control of electronically stored records, and upgrading technology to provide for efficient and economic storage of records. In addition to these duties, the City Secretary’s Office responds to hundreds of requests for City records filed each year under the Texas Public Information Act.

STATEMENT OF POLICY.

 The City of Fredericksburg, Texas recognizes its responsibility to the public to manage, protect, preserve and make available City records.

It is the policy of the City of Fredericksburg to provide efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, retention, and disposition of all records of the City of Fredericksburg. This program 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, the Public Information Act, the City Charter, the Texas State Library and Archives Commission and accepted records management plan.

 CITY OF FREDERICKSBURG RECORDS.

 All City records must be created, maintained, and disposed of in accordance with this program and all requirements, policies and procedures established pursuant to this program, and in no other manner.   The City will follow the most current Texas State Library and Archives Retention Schedules unless another State or Federal Agency requires a longer retention schedule.

 OVERVIEW OF RECORDS MANAGEMENT PROGRAM.

 The City of Fredericksburg Records Management Program operates under the State of Texas Local Government Records Act, HB 1285, which became effective September 1, 1989. The City Code of Ordinances Section 2-156 of Chapter 2 Administration establishes the position of the City Secretary as the Records Management Officer (RMO).

 Each department or division will designate a Records Liaison Officer. The Records Liaison Officer (RLO) will be in charge of and responsible for knowing the records within that department and work with the Records Management Officer regarding retention, storage and destruction of records.

Local records retention schedules are supplied by the Texas State Library and Archives (TSLAC) and used as a guide in formulating the City’s Retention Schedules. These schedules enable each office to comply with their department’s needs regarding destruction and storage of records.