Secretary/Bookkeeper In-Service Procurement Services Dept. Records Management Print Shop and Mailroom August 11-12th , 2016

Records Management Texas State Library & Archives Commission(TSLAC) Provides records retention schedules All campuses & departments must have at least one (1) designated Records Management Liaison (RML) to assist personnel with records management guidance and determining retention schedules. Registrar – student academic records Secretary – Purchase Requisitions, Personnel, etc. Other: Health, Attendance, Sped, Field Trips, Grade Books, etc

Records Management Records procedures, labels, forms, etc: www.springisd.org > Departments > Records Management Pick Up Requests should be used for records storage or shredding Use SchoolDude to create a work order Contact Records Tracy Manning(6468), tmanning@springisd.org Gerardo Rochin(6482), gerardor@springisd.org Or records_management@springisd.org

Records Management Shredding procedures changed: All records shredding must have a disposition log Shredding NEW: No disposition log is required for non-records Label can be filled out manually or electronically If a record type is listed on the TSLAC schedule, you must have a record of its disposition (destroyed or archived) Future training: New hire training – provided on a 1-1 as needed basis Call Tracy at x 6468 for training Fall 2016 (October – November) RML Round Table (NEW) meetings to discuss common records and best practices for campuses and departments Review TSLAC Schedules (retention/destruction requirements) April 2017 – District-wide RML Training End of Year records purge Permanent records call, 2010-11 (High Schools) End of April due at the end of June

Record Room Reviews Record room reviews will begin in August with Secondary campuses Things to keep in mind for the review: Organization of records Records filed/labeled appropriately System in place for timely response to requests (e.g. PIA requests, audits, etc.) Records room should only contain current school year + 5 years of archive records on site.

Mailroom Kayla Barrientes ext. 6139 Mail Room Services Daily interoffice mail Each campus has a mailbag that is brought to GMALC, sorted out each day and delivered to departments and campuses within the district on the following day. Bulk mail - at least 250 generic pieces as low as .17 each (e.g. - newsletters) General postage – must have postal center form w/ budget code Send any amount of unstamped mail to Mailroom along with budget code and she will meter mail at standard postage rate and send to post office if received by 1 p.m. cut-off time. Other - If you provide window envelopes, we can insert the mail, meter, and deliver to post office.(e.g. - Report Cards) Mailroom Hours: Regular Hours 7:30 am. to 4:30 pm. Summer Hours 7:00 am. to 5:00 pm. T.C. Jester Pickups for outbound mail are 10:30 a.m. and 12:30 p.m. Call Kayla for assistance before you begin any mail out

Print Shop Sana Fakes ext. 6120 Print Shop services available to all campus and administrative departments Submittal can be online or hardcopy Print Shop price list and request form can be found on the staff intranet under Supply Chain Services Services available: B&W and Color copies Tabs NCR 2, 3, & 4 part Heat bind Padding Cutting And more!

Questions Thank You