§ 2-11-11. DESTRUCTION OR DISPOSITION OF RECORDS.

(A)

When the retention period for a record has expired, the records administrator shall approve the destruction of the record unless:

(1)

a request for the record under Chapter 552 ( Public Information Act ) of the Government Code is pending;

(2)

the city attorney determines that the subject matter of the record is related to pending or anticipated litigation, or to an ongoing legal matter;

(3)

the subject matter of the records is related to an ongoing audit, or an ongoing review by a governmental regulatory agency;

(4)

a department director or records administrator requests the city clerk in writing, and states the reason, that the record be permitted to be retained for an additional period, and the request is approved in writing by the city clerk;

(5)

the city archivist determines that the record is of historical value.

(B)

The records administrator of each department shall record the destruction of records carried out under this chapter or another law and maintain a destruction log.

(C)

The city clerk may destroy a record that is obsolete or that is not identified on a records control schedule if:

(1)

the destruction of the record has been approved by the records management committee; and

(2)

the commission has approved a request for authorization to destroy the record.

(D)

A record approved for destruction under this chapter and state law may be destroyed by:

(1)

the records administrator of the department that has custody of the record; or

(2)

the city clerk.

(E)

Before an official or employee may destroy the original or source document of a record that has been transferred to microfilm or to an electronic or digital format, the employee or official must obtain written authorization from the city clerk.

Source: Ord. No. 20141120-015, Pt. 1, 12-1-14 .