Texas State Library and Archives Commission State and Local Records Management Division P.O. Box 12927, Austin, TX (512) |

Outline Importance of Records Management Terminology Components of Compliance Storage Standards Our Website

About Us: TSLAC Records Management Assistance ◦ 6 Government Information Analysts  150 state agencies  10,000+ local governments ◦ Consulting and Training  Retention, destruction, imaging, managing , disaster preparedness and recovery… ◦ Retention Schedule Reviews/Development

Local Governments County ◦ Elected Officials ◦ Non-elected offices (Auditor, Veterans Service Office, etc.) Municipalities Special Purpose Districts ◦ Appraisal ◦ Water/utilities ◦ Schools ◦ Many others Images: “Picture Texas with TSLAC” Flickr pool,

What is Records Management? “The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping.”

Records Life Cycle

Why Records Management? Timely response Records protection Timely disposition Cost reduction Legal protection Legal requirement

Why do we have RM laws/rules? Public Information Act (Government Code Chapter 552) Open Meetings Act (Government Code Chapter 551) Local Government Records Act (Local Government Code Chapters )

Local Government Records Act Elected County Offices are responsible for: ◦ Records Management Officer for records of the officer’s office ◦ Develop policies & procedures for an active and continuing records management program ◦ Administer program to reduce costs ◦ Preserve records of permanent value ◦ Protect essential records ◦ Ensure proper maintenance, preservation, microfilming, destruction, disposition of records Title 6. Records, Subtitle C, Chapter 203 Subchapter A

Local Government Records Act Bulletin D ◦ Definitions ◦ Local authority ◦ Role of Records Management Officer (RMO) ◦ Compliance requirements

TERMINOLOGY

Local Government Record Documents the transaction of public business Is created or received by a local government Is a record whether it is open or closed May exist in any medium

Types of Electronic Records Obviously, there’s… ◦ Word processing ◦ Spreadsheets ◦ PDF and PDF/A ◦ Databases ◦ Digital images ◦ GIS (Geographic Information System) data ◦ CAD (Computer-aided Design) files But what about… ? Websites? Tweets? Facebook statuses? Webcasts? Electronic publications?

“ Non-Records ”  Convenience copies: “Extra identical copies of documents created only for convenience of reference or research” (Local Government Code § (8)(A))  Copies of documents furnished to the public as part of a Public Information Act request

“Non-Records”  Blank forms/stocks of publications  Library or museum materials  Alternative Dispute Resolution working files

Records Inventory Bulletin C: Inventorying and Scheduling Records When to do an inventory Complete, accurate and detailed listing

Benefits of Inventory Tells you what you have – record series, media, date ranges Enables you to create a Records Control Schedule Shows volume of records Identifies records eligible for destruction

Designating a “Record Copy” Which copy of a record needs to be kept for the full retention period?

Record Series Same function and retention period Medium does not matter Examples -Correspondence -Budgets and budget documentation -Certificates and licenses -Warranties -Reports and studies

Record Series A grouping of records that all serve the same function and are all kept the same length of time. Employment Applications Application form Résumé Transcripts Cover letter Letters of reference

Retention Period Retention Period: The length of time you must keep a record. Employment Applications Application form RésuméTranscripts Cover letter Letters of reference 2 years

Retention Codes (just #)Add this number to the creation/receipt date of the record AV As long as administratively valuable (there is some sort of business use for it) CE Calendar Year End: December 31 st FE Fiscal Year End: August 31 st ? September 30 th ? LA Life of the Asset (keep the record about the asset until you don’t have the asset anymore) PM Permanent (never destroy) US Until superseded (keep until replaced by an updated version)

Records Retention Schedule A document that lists the records series of an organization, with mandatory minimum retention periods for each records series. TSLAC Local Schedules ◦ 12 schedules ◦ Include 1,500+ records series ◦ Mandatory minimum retention ◦ Same retention regardless of medium ◦ Available to print from website

Local Retention Schedules o CC – County Clerk o DC – District Clerk o EL – Elections/Voter o HR – Health Agencies o JC – Junior Colleges o LC – Justice/Municipal Courts o PS – Public Safety o PW – Public Works o SD – Schools o TX – Taxation o UT – Utility Services GR – General Records plus…

Local Schedule GR Records Common to All Local Governments ◦ Part 1: Administrative Records ◦ Part 2: Financial Records ◦ Part 3: Personnel and Payroll Records ◦ Part 4: Support Services Records ◦ Part 5: Information Technology Records

Local Schedule EL Records of Elections and Voter Registration ◦ Part 1: Election Records ◦ Part 2: Records of Candidacy and Campaign Finance ◦ Part 3: Voter Registration Records

How to read a record series Record Number Record TitleRecord Description Retention PeriodRemarks GR bCORRESPONDENCE, INTERNAL MEMORANDA, AND SUBJECT FILES General – Incoming/outgoing and internal correspondence pertaining to the regular and routine operation of the policies, programs, services, or projects of a local government. May also include subject files, which are collections of correspondence, memos and printed materials on various individuals, activities and topics. 2 years

COMPONENTS OF COMPLIANCE

Components of Compliance 1. Approved records management policy/ order/ordinance on file with TSLAC 2. Records Management Officer (RMO) appointment on file with TSLAC 3. Retention decision

Compliance Component 1: Records Management Policy Compliance Component 1: Records Management Policy Should designate Records Management Officer (RMO) – by position is recommended Must be approved by: ◦ Elected official (for elective offices); or ◦ Governing body. Must also file documentation showing governing body approval of policy. Must be filed with TSLAC

Policy Models PM1 – Elected county official PM2 – Counties or large local governments PM3 – Small municipality PM4 – Small local government Policy Models:

Policy Model 1 Records Management Policy Statement by an Elected County Official Does the official want to serve as his/her own RMO, or designate the Countywide RMO as the RMO for this office’s records? Does the official want to file a records control schedule, a declaration of compliance adopting TSLAC schedules (recommended), or keep all records permanently?

Compliance Component 2: RMO Appointment Must match policy Designation of Local Government RMO -Form SLR 504 Notify us within 30 days Not required from elected officials designating Countywide RMO

SLR 504: Elected Officials

Compliance Component 3: Retention Decision Three Options: A.Permanent retention of all records; B.Declaration of Compliance (SLR 508); OR C.Records Control Schedule (SLR 540/500).

Compliance Component 3: Retention Decision Option A: Permanent Retention of All Records -Keep every record forever -By choice or by default -RCS not required -Policy and RMO appointment on file with TSLAC is still required

Costs of Permanent Retention Storage – physical and electronic Maintenance and protection Retrieval Legal Risk

Compliance Component 3: Retention Decision Option B: Declaration of Compliance -Adopt TSLAC local schedules -Form SLR 508 -Choose schedules that apply to your organization

Compliance Component 3: SLR 508: Declaration of Compliance

Compliance Component 3: Retention Decision Option C: Records Control Schedule -C-Conduct records inventory -E-Enter records on Form SLR 500 -M-Meet minimum retention periods in TSLAC local schedules -I-Include signature page: Form SLR 540 – RMO must sign

Compliance Component 3: SLR 500

Compliance Component 3: SLR 540

STORAGE STANDARDS

Storage Standards H.B took effect September 1, Text: TSLAC shall adopt rules for storage of permanent and historical court records. Bulletin F (created in cooperation with Local Government Records Storage Task Force) published April Rules go into effect April 2015.

Storage Standards Storage Webinar: ◦ Importance of proper storage ◦ Storage standards  Minimum conditions  Optional enhanced conditions ◦ Funding sources

Minimum requirements Chapter (a) Pre-1951 court records with retention periods less than permanent shall be stored under conditions that meet the requirements of this section. Pre-1951 court records with permanent retention, e.g., case papers, shall be stored under conditions that meet the requirements of §7.164 of this title (relating to Minimum Storage Conditions for Permanent Records).

Minimum requirements Chapter (b) Records shall be stored in a manner that offers protection from fire, water, steam, structural collapse, unauthorized access, theft, and other similar hazards.

Minimum requirements Chapter (a) Permanent records shall be stored under conditions that meet the requirements of this section. (b) Records shall be stored in a manner that complies with the following: (1) offers protection from fire, water, steam, structural collapse, unauthorized access, theft, and other similar hazards; (2) does not expose records to direct sunlight.

Minimum requirements Chapter (c) Records or storage boxes shall not be stored in contact with the floor.

Minimum requirements Chapter (d) Records stored in a building or storage area constructed after the effective date of this section shall be protected by an operational fire detection system or the facility must be in compliance with local fire codes.

Minimum requirements Chapter (e) Records shall not be stored in any area of a building or storage area constructed after the effective date of this section that is located in a 100 year flood plain area, as established by the U.S. Geological Survey at the time of the construction of the building, unless the floor of said area is at least five feet above the 100 year flood level.

Optional enhanced conditions Optional enhanced conditions Chapter Fire suppression system Environmental controls Pest management Appropriate shelving UV protection

OUR WEBSITE

TSLAC Website Records Management Services for Governments: Publications Forms Retention schedules Training materials Contact information

Courses Introduction to Records Management Managing Electronic Records Emergency Preparedness for Government Records Archival Records Basics Improving Filing Systems Forms Management

Webinars Disaster Preparedness Disaster Planning: Make a Plan with dPlan Disaster Planning: Panel Discussion Disaster Recovery and Salvage for Government Records Electronic Records Management Automating Records Management with EDRMS E-Discovery for Records Managers Management Part 1 Management Part 2 Imaging Project Planning, Part 1 - What, When, and Why Imaging Project Planning, Part 2 - Who and How Managing Social Media Records Shared Drive Management Strategies for Preserving Electronic Records, Part 1 - Introduction Strategies for Preserving Electronic Records, Part 2 - Managing Digital Content

…and more webinars Records Retention and Disposition Improving Your Disposition Program – Local Governments Records Retention 101 for Local Governments Records Storage and Preservation Protection and Storage of Permanent Paper Records Storage Facilities Using Microfilm for Preserving Electronic Records

Summary Records Management is a legal requirement Importance Compliance Components Schedules EL and GR Storage Standards You’re not alone!

Resources TSLAC ◦ ◦ ◦ ◦ Office of Attorney General (OAG) (confidentiality of records) ◦ Toll-free hotline: (877) ◦ ◦ ◦

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