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CIA LOCAL

EQUIPMENT AND SUPPLIES MANAGEMENT: RECORDS MANAGEMENT

The College President shall oversee the performance of records management functions prescribed by state and federal law:

  • Records administrator, as prescribed by Local Government Code 176.001 and 176.0065. [See BBFA, CIA, and CFE]

  • Officer for public information, as prescribed by Government Code 552.201–.205. [See GCB]

  • Public information coordinator, as prescribed by Government Code 552.012. [See BBD]

Local Government Records Act

Local Government Record

The term “local government record” shall pertain to all items identified as such by the Local Government Records Act.

Records Management Officer

The Manager of the President’s Office shall serve as and perform the duties of the College District’s records management officer, as prescribed by Local Government Code 203.023, and shall administer the College District’s records management program pertaining to local government records in compliance with the Local Government Records Act.

Notification

The records management officer shall file the officer’s name with the Texas State Library and Archives Commission (TSLAC) within 30 days of assuming the position. 

Electronic Records

The records management officer shall develop procedures for the management of electronic records that comply with the College District’s records control schedules and meet the minimum components required by law.

The procedures shall:

  1. Specify the objectives of the electronic records management program;

  2. Identify the responsibilities of employees who create, receive, or maintain electronic records; 

  3. Ensure the maintenance of electronic records until the expiration of the applicable retention period and final disposition; and

  4. Ensure that electronic records that must be protected from unauthorized use or disclosure are appropriately protected as required by law, regulation, or other applicable requirements.

Records Control Schedules

The records management officer shall file with the TSLAC a written certification that the College District has adopted records control schedules that comply with records retention schedules issued by the TSLAC as provided by law.

Website Postings

The College District’s records management program shall address the length of time records will be posted on the College District’s website when the law does not specify a posting period.

Records Destruction Practices

All local government records shall be considered College District property, and any unauthorized destruction or removal shall be prohibited. The College District shall follow its records control schedules, records management program, and all applicable laws regarding records destruction. However, the College District shall preserve records, including electronically stored information, and suspend routine record destruction practices where appropriate and in accordance with procedures developed by the records management officer. Such procedures shall describe the circumstances under which local government records scheduled for destruction must be retained. Notification shall be given to appropriate staff when routine record destruction practices must be suspended and when they may be resumed.

Training

The records management officer shall receive appropriate training regarding the Local Government Records Act and shall ensure that custodians of records, as defined by law, and other applicable College District staff are trained on the College District’s records management program, including this policy and corresponding procedures.

The College President is responsible for reviewing and updating this policy. Policy reviews are made in accordance with the Office of Institutional Effectiveness Policy Tracking document.

DATE ISSUED: 4/12/2022

ADOPTED: 02/2025

UPDATE 43

CIA (LOCAL) - AJC