AC NEWS


Records Information Policy & Procedures

Policy:

SECTION 4.  POLICY.

It is hereby declared to be the policy of the Amarillo Junior College District to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, and disposition of all junior college district records 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 Texas Local Government Records Act and accepted records management practice.

 

Procedures:

SECTION 3. JUNIOR COLLEGE DISTRICT RECORDS DECLARED PUBLIC PROPERTY.

All Amarillo Junior College District records as defined in Section 1 of this ordinance are hereby declared to be the property of the Amarillo Junior College District. No Amarillo Junior College District official or employee 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 5 .  DESIGNATION OF RECORDS MANAGEMENT OFFICER.

The Board of Regents shall designate the Director of Purchasing/Records Management, to serve as Records Management Officer for the Amarillo Junior College District.The individual designated as Records Management Officer shall file his or her name with the director and librarian of the Texas State Library within thirty days of the date of designation, as provided by state law.

SECTION 6. ESTABLISHMENT OF RECORDS MANAGEMENT COMMITTEE; DUTIES.

A Records Management Committee consisting of the following members: the Vice-President of Business Affairs, Vice-President of Information Technology, Vice-President of Employee and Organizational Development, Executive Assistant – Presidents Office & Assistant Secretary to Board of Regents, Director of Amarillo College Library, Director of Financial Aid, Director of Facilities, Registrar, Business Office Manager, and a Faculty representative, is hereby established.

The committee shall:

(a)        assist the Records Management Officer in the development of policies and procedures governing the records management program;

(b)        review the performance of the program on a regular basis and propose changes and improvements if needed;

(c)        review and approve records control schedules submitted by the Records Management Officer;

(d)       give final approval to the destruction of records in accordance with approved records control schedules; and

(e)        actively support and promote the records management program throughout the Amarillo Junior College District.

 

SECTION 8. DUTIES OF RECORDS MANAGEMENT OFFICER.

In addition to other duties assigned in this resolution, the Records Management Officer shall:

(a)        administer the records management program and provide assistance to department heads in its implementation;

(b)        plan, formulate, and prescribe records disposition policies, systems, standards, and procedures;

            (c)        in cooperation with department heads identify essential records and establish

            a disaster plan for each office and department to ensure maximum availability of the records in order to re-establish operations quickly and with minimum disruption and expense;

(d)       develop procedures to ensure the permanent preservation of the historically valuable records of the Amarillo Junior College District;

(e)        establish standards for filing and storage equipment and for recordkeeping supplies;

(f)        study the feasibility of and, if appropriate, establish a uniform filing system and a forms design and control system for the Amarillo Junior College District;

(g)        provide records management advice and assistance to all departments by preparation of a manual or manuals of procedure and policy and by on-site consultation;

(h)        monitor records retention schedules and administrative rules issued by the Texas State Library and Archives Commission to determine if the records management program and the .           Amarillo Junior College District’s records control schedules are in compliance with state regulations;

(i)         disseminate to the Board of Regents and department heads information concerning state laws and administrative rules relating to local government records;

(j)         instruct Records Liaisons and other personnel in policies and procedures of the records management plan and their duties in the records management program;

(k)        direct Records Liaisons or other personnel in the conduct of records inventories in preparation for the development of records control schedules as required by state law and this resolution;

(l)         ensure that the maintenance, preservation, microfilming, destruction, or other disposition of the Amarillo Junior College District records is carried out in accordance with the policies and procedures of the records management program and the requirements of state law;

(m)       maintain records on the volume of records destroyed under approved records control schedules, the volume of records microfilmed or stored electronically, and the estimated cost and space savings as the result of such disposal or disposition;

(n)       report annually to the Board of Regents on the implementation of the records management plan in each department of the Amarillo Junior College District, including summaries of the statistical and fiscal data compiled under Subsection (13); and

(p)        bring to the attention of the Board of Regents non-compliance by department heads or other Amarillo Junior College District personnel with the policies and procedures of the records management program or the Local Government Records Act.

 

SECTION 9. DUTIES AND RESPONSIBILITIES OF DEPARTMENT HEADS. In addition to other duties assigned in this resolution, department heads shall:

(a)        cooperate with the Records Management Officer in carrying out the policies and procedures established in the Amarillo Junior College District for the efficient and economical management of records and in carrying out the requirements of this resolution;

(b)        adequately document the transaction of government business and the services, programs, and duties for which the department head and his or her staff are responsible; and

(c)        maintain the records in his or her care and carry out their preservation, microfilming, destruction, or other disposition only in accordance with the policies and procedures of the records management program of the Amarillo Junior College District and the requirements of this resolution.

 

SECTION 10. DESIGNATION OF RECORDS LIAISONS.

Each department head shall designate a member of his or her staff to serve as Records Liaison for the implementation of the records management program in the department. If the Records Management Officer determines that in the best interests of the records management program more than one Records Liaison should be designated for a department, the department head shall designate the number of Records Liaisons specified by the Records Management Officer. Persons designated as Records Liaison Officers shall be thoroughly familiar with all the records created and maintained by the department. In the event of the resignation, retirement, dismissal, or removal by action of the department head of a person designated as a Records Liaison, the department head shall promptly designate another person to fill the vacancy. A department head may serve as Records Liaison for his or her department.

 

SECTION 11. DUTIES AND RESPONSIBILITIES OF RECORDS LIAISONS.

In addition to other duties assigned in this resolution, Records Liaisons shall:

(a)        conduct or supervise the conduct of inventories of the records of the department in preparation for the development of records control schedules;

(b)        in cooperation with the Records Management Officer coordinate and implement the policies and procedures of the records management program in their departments; and

(c)        disseminate information to department staff concerning the records management program.


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