Last updated: 08/11/2011

Objective: Provide overview of how to enter, track and dispose of your department records in accordance with the Texas State Library and Archives Commission.

Important Definitions: File Plan Assigned to each Department (umbrella) Record Series Established by Texas State Library and Archives Commission Contains description, retention schedules and disposition information that all folders and records follow. Record Folders Record containers (ex. box, cabinet, etc.) created by each department Each container will use the retention information from its assigned record series. Records A document or documents assigned to a specific Record Folder. Should be grouped and filed as related to permit evaluation as a unit for retention scheduling purposes.

Record Series (Retention Schedules) You can think of a Record Series or (Retention Schedule): As a reference that allows you to group and keep files or documents together that relate to a particular subject or function and permit retention evaluation as a unit.

Local Retention Schedule GR - General Records (Records Common to All Local Governments. Ex: Payroll, Accounting, Meeting minutes and correspondence records)

Non-Records A few things are considered Non-Records. The term Records does not include: convenience copies, reference material, blank forms, copies of publications, copies furnished to the public as part of a Public Information Request If it’s not a record, disposition rules don’t apply

Reading Retention Schedules Example 1: Employee Recognition Records

Reading Retention Schedules Example 1: Recognition Records Retention period = 2 years Recognition filed today April 5, 2011: eligible for destruction on or after April 5, 2013 All Recognitions filed April 5, 2009 and before are eligible for destruction today April 5, 2011

Reading Retention Schedules Example 2: Public Information ACT Records

Reading Retention Schedules Example 2: Public Information Act Requests Fulfilled: keep request 1 year after fulfillment Request fulfilled today: can destroy April 5, All requests fulfilled April 5, 2010 and before: eligible for destruction today QUIZ:

How soon can you destroy copies of records created for Public Information Act Request? Please select one: Immediately 1 year after the request was fulfilled 2 years after the request was fulfilled

Reading Retention Schedules Example 3: Requests for Time Off FE = Fiscal Year End

Reading Retention Schedules Example 3: Requests for Time Off Retention period – FE+5 for school districts QUIZ: Current fiscal year: September 1, 2010 – August 31, 2011

A School district employee puts in a vacation request on April 5, How soon can that request be destroyed? Please select one: September 1, 2016 April 5, 2016 September 1, 2011

A school district clerk puts in an FMLA request on December 1, How soon can the request be destroyed? Please select one: September 1, 2016 December 1, 2016 September 1, 2017

It’s disposition day! Which leave requests can you get rid of today, April 5, 2011? (You work for a school district.) Please select one: Remember: Current fiscal year: September 1, 2010 – August 31, 2011 Retention period: FE + 5 All leave requests dated September 1, 2006 and before All leave requests dated September 1, 2005 and before All leave requests dated September 1, 2007 and before

Records Management DB

Access to Records Management db Most users should have a short cut to the Records Management Database on your desktop. If you do not then contact Carlos Moreno in Technology Business Services ( ) to have it set up.

Sample Label 950 TECHOLOGY

Enter Records

User Sign On: LTena NOTE: Password is last four digits of your employee ID and two digit month and date of your birthdate.

Main Menu:

Records Management:

Record Series:

Records Management:

Record Folders:

Records Management:

Records:

Track Records

Records Management:

Folders By FilePlan Report:

Folder Status (Insert Parameters) : A

Folder Status (Report Results) :

Disposition

Records Management:

Dispositions:

Dispositions (cont’d):

IMPORTANT- PRINT THIS FORM.

Sample Label 950 TECHOLOGY GR Time and Attendance Rpt Technology Bus Svc Time Sheets January 2010 to April 2010 April 30, * Same as FolderID. System Generated. * Calculate using retention schedule. The most current document date, in the box, will be the beginning date of the retention period. * Date range of documents in the box. * Should be same as Record Folder Title * Same as Record Series in the database.

Questions? Technology Business Services: Carlos Moreno or Christa Olvera at