1. Records Retention

2. TSLAC Retention
Texas State Library and Archives Commission sets Retention for records. Any questions concerning retention are directed to them by the records manager.
Guidelines are available on the Record Retention Webpage.

3. Current Records Storage
We are currently archiving all Allen ISD hard copy records at the Service Center. We recently acquired Laserfische for electronic records storage. Technology Dept. is currently setting up Laserfische, and is working with Records Management for retention.

4. Archiving Hard Copy Records
What are we keeping? It is not necessary to keep multiple copies of the same record. We are trying to minimize paper. Examples: PO’s = Purchasing Dept. P-Card Transactions = Accounting Dept. HR, Employee Files = HR Dept.

5. Archiving Hard Copy Records
In order to maintain consistency and space: Each campus/department should have a Site Records Manager assigned to manage records. Each campus/department is encouraged keep 2 fiscal years of records at their location. After 2 fiscal years, please purge all unnecessary documents before sending the necessary documents to warehouse.

6. Archiving Hard Copy Records
Each campus/department should box records for storage, label with destruction date, and send them to AISD Warehouse for remainder of retention period. Each year, a report is sent to each campus/department in Sept. to verify records which have met retention period, to be approved for destruction in Oct.

7. Archiving Hard Copy Records
Boxes used for storage must come from district- (through Skyward 1199). $4.32 per box. When possible, please fill boxes before sending them to Warehouse. Approximately 200 boxes were added to Service Center in Approximately 300 boxes will be destroyed in October.

8. Archiving Hard Copy Records
Place only one destruction year per box.
Purge all records that are unnecessary for retention.
Determine & indicate the destruction date based on the adopted TSLAC records retention schedule.
Only send records to the records center that are required to be retained by the adopted retention schedule.
Prepare one form for each standard 1199 storage box to be sent to the records center.

9. Instructions 1. Campus/department personnel fills boxes.
2. Once box is full, please complete box label form.
click on Records Storage Transfer Form to download
3. Fill out 1 form per box, assigning proper retention period.
4. Attach lower portion of paperwork to lid of box.
5. Put in work Request through
6. Place all paperwork in one envelope and leave w/boxes
7. Warehouse crew will pick up boxes & paperwork.
8. Paperwork is delivered to Manager of Records Retention
9. Information is entered, boxes are labeled and stored for assigned retention period.

10. Form
Instructions
Work requests should be filled out in SchoolDude
Detail info to be filled out should contain same information as upper section
If Upper is filled in w/computer, Lower will fill in automatically

11. Instructions
Once the upper sections have been filled out, place them in a regular envelope (do not use inner office envelopes) and leave it with the boxes. The Distribution team will pick up the paperwork along with the boxes.

12. The Lower Section MUST MATCH Upper Section
If the upper section is filled in using the computer,
The lower section will be filled in automatically

13. Incorrect Labeling

14. Instructions
Attach only the
lower portion
to LID of Box!

15. Submitting Work Request
Go to Allenisd.org
Click Departments, Distribution Center, Records Management
Click on School Dude System link.
Fill in location information
Click on Delivery
Describe records pickup for archiving
Submit Request

16. RECORDS CALENDAR
Beginning Implementing 2 Designated Times for Sending Boxes to Warehouse.
Dec 15th-Jan 15th
End of School Year
DESTRUCTION in OCTOBER

17. Retention Schedules
For a complete list of retention schedules, refer to Other valuable information can be found on the Texas State Library and Archives Commission website

18. Communication Keith Taylor
For any records requests or retention questions,
please contact:
Keith Taylor
Manager of Assets & Records Retention
Cell