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, 2012.
 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, 2011. 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, 2011. 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 (244-2900) to have it
set up.
Sample Label
950 TECHOLOGY
Enter Records
User Sign On:
LTena
12341212
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:
Record Series:
Records Management:
Record Folders:
Record Folders:
Record Folders:
Records Management:
Records:
Records:
Track Records
Records Management:
Folders By FilePlan Report:
Folders By FilePlan Report:
Folders By File Plan Report:
Folder Status (Insert Parameters):
A
Folder Status (Report Results):
Disposition
Records Management:
Dispositions:
Dispositions:
Dispositions:
Dispositions:
Dispositions (cont’d):
Dispositions (cont’d):
IMPORTANTPRINT THIS FORM.
Sample Label
950 TECHOLOGY
GR-1050-56
* Same as Record Series in the database.
Time and Attendance Rpt
* Same as Record Series in the database.
Technology Bus Svc Time Sheets
* Should be same as Record Folder Title
January 2010 to April 2010
* Date range of documents in the box.
4231
April 30, 2014
* 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.
Questions?
Technology Business Services:
Carlos Moreno
or
Christa Olvera
at 244-2900
http://www.saisd.net/dept/businessservices/