Records Management Maintaining District Records

Agenda  Role as Department Records Liaison  Records Management Basics  Transferring Records to Records Center  Records Retrieval / Refile  Records Destruction  Records Management Program Resources  Records Management Contact Info  Questions

Department Records Liaison  Administer the day-to-day processes of records- related functions including:  File organization and maintenance  Implementation of retention schedules  Inactive records storage  Records destruction  Assist staff during the records transfer and destruction process and provide ongoing assistance with records management issues  Primary contact to Records Management Department

What Are Records?  Records are recorded information, regardless of the medium or characteristics, made or received by the District that are useful in the District’s operation.  Records include contracts, work orders, invoices, meeting minutes, purchase orders, , photographs, drawings, etc.  A record may be in the form of paper, microfilm, computer tape / disk, CD, videotape, , etc. Regardless of the form, the recorded information is the record and the medium only contains the information.

What Are Vital Records? Vital records are those records that are essential: to continue District operations, to recreate the District’s legal and financial position, and to preserve the rights of the District, its employees, customers, and the public. Vital records must be adequately protected from loss due to accident, fire, flood, sabotage, etc. Consider this, how would your department function if your area was destroyed by fire? Could it function somewhat normally? Could it recreate the memory that was destroyed?

What Are Not Records? The following items are generally NOT records:  Extra copies of publications and brochures.  References such as books, periodicals, and other technical reference materials.  Quasi-official notices, unsolicited announcements, invitations or other materials that are not filed as evidence of office or production operations.  Preliminary drafts, worksheets, memoranda, and informal notes that do not represent significant steps in the preparation of record documents.  Routing slips that contain no pertinent information or approvals, or are used to direct the distribution of papers and correspondence.  Personal property such as employee’s own copies of their personnel file, certificates, training documentation, etc.  Extra copies of records in addition to “official” records contained elsewhere.  Blank forms and office supplies.

What is a Records Inventory?  It is a listing and analysis of all the records maintained by a department and is used in the process of developing a records retention schedule.

What is a Records Retention Schedule?  A records retention schedule is a comprehensive listing or group of records identified during the records inventory.  It identifies the length of time each type of record is to be maintained in the department and/or Records Center, the media format retained in (paper, film, electronic, etc.), and when it is to be destroyed. The Records Management Team, Department Head, and Legal Department review and approve each records retention schedule to determine operational needs, legal requirements, and historical value.

Why Do We Need “Good” Records?  Records Serve as the District’s Memory  Good Decisions Require Good Information  Records Provide Documentation of the District’s Actions  Unnecessary Records Represent an Unnecessary Cost  Unavailable Records and Lost Time are Costly  Meet Local, State, and Federal Regulations / Contractual Obligations/ District Policies  Records Provide a Reference Base for District History

We Have Responsibilities  We must manage records in accordance with established policies and procedures. To achieve district-wide control of records will result in an orderly and efficient flow of information, thus, strengthening problem solving and decision making.  Every department is required to develop a records retention schedule that identifies what records are to be maintained and how long these records are to be kept in the department or Records Center.  Each Department must have standard procedures that explain how and where records are filed.  Filing records properly is everyone’s job. Filing is as important as anything else we do.  Break the extra copy habit. Duplicate records cost money to make and keep.  Always put records in the right place. Don’t just leave them in your desk drawer, on a convenient bookshelf, or on an unlabeled diskette. Records should be filed according to the department file plan so they can be used by others more efficiently.  Be careful to keep personal material separate from the department records.  Records belong to the District, not the employee. When you change jobs, be sure to turn over the records to someone in the department (supervisor) who will take responsibility for them.  Ensure destruction procedures are followed and document the destruction of records within the department and the Records Center.

Helpful Hints:  Don’t be a “just in case” document saver  Retain and destroy systematically  Segregate records for retention according to the retention timetable  Destroy series wholesale as soon as retention is not required  Retain only for vital operational, legal, and archival needs  Do not retain unscheduled temporary materials like: drafts, reminder notes, worksheets, extra copies

Transferring Records to the Records Center

Benefits of Using the Records Center Cost Savings By using the Records Center, a department can remove inactive records from high-cost office space, yet maintain custody of and accessibility to the records. Security Only individuals authorized are allowed access to records. The departments maintain legal custody of their records stored at the Records Center. Vital Records Protection and Disaster Preparedness Copies of vital records and back-up media can be stored off-site; they can be used if the originals are destroyed in a disaster or rendered unusable.

Checklist for Preparing Records for Storage 1. Review files 2. Group files by record series and/or retention period 3. Place files in storage boxes 4. Label boxes

Checklist for Preparing Records for Storage cont’d. No hanging files No unauthorized storage boxes Do not over-pack boxes. Do not tape or bind boxes shut. No 3-ring binders

Checklist for Preparing Records for Storage cont’d. 5. Prepare Records Transfer Request form. A. Retention schedule number B. Destroy date C. Description D. Date range E. Department box number F. Record Center location G. Department information ABCDEF G

Requesting Records from the Records Center 1. If requesting 1-5 boxes/files, call the Records Management Office at If requesting more than 5 boxes/records, fax your request to Provide the following information: A. Name of person making the request B. Telephone number C. Date making the request D. Department name E. Location F. Date Needed G. Description of records H. Box numbers I. Record Center location J. Requestor’s signature K. Date received boxes L. Permanent retrieval A B B C DE F G H I JK K ABC DEF GHI JK L

Returning Records to the Records Center (Refile Request) 1. Call Records Management at to request a pick up. Provide contact information and list of boxes to be picked up, or 2. Fax a copy of the Retrieval Request to and request a pick up.

Records Destruction Request A. Complete contact information B. Provide retention schedule number C. Description of records D. Date range E. Number of boxes for record group F. Total number of boxes to be destroyed G. Have signed by authorized personnel Forward the completed form to the Records Management office for review and scheduling for pick up. A BCDE F G

Records Mgt Dept

Records Management Program Resources  Records Management Website –  Retention Schedule - HISD Records Management Plan for Schools / effective inID=7977&PageID=31617&ModuleInstanceID=35802&ViewID  Retention Schedule - HISD Records Management Administrative Departments / effective inID=7977&PageID=31617&ModuleInstanceID=35802&ViewID  Texas Local Government Records Act  Texas Public Information Act

Records Management Contact Info for More Information  Records Management Team at for inactive records storage, records retention, records destruction, and filing systems  Document Imaging Services at for microfilming / document imaging  Public Information Office at regarding open records requests