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

2. 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

3. Records Management Records procedures, labels, forms, etc:
> 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),
Gerardo Rochin(6482), Or

4. 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, (High Schools)
End of April due at the end of June

5. 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.

6. 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

7. 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!

8. Questions Thank You