knowing what to keep & when to toss€¦ · myra klinksiek retired personnel administrator...

7/2/2012

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Knowing What to Keep

& When To Toss

This session will familiarize personnel administrators with Records Retention Schedules using

the Texas State Records Retention Schedule as the basis to develop understanding of fields

and archival codes for retention of personnel records. The session will also provide for

discussion of how and, in some cases, where specific documents are filed.

Myra Klinksiek

Retired Personnel Administrator & TASPA Member

Texas Local Government Code §203.041Local Government Records – What They Include

Any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information-recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by the District or any of its officers or employees, pursuant to law or in the transaction of public business.

TASB Board Policy – CPC (Legal)

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Texas Local Government Code §203.041Local Government Records – What Is Not Included

• Identical copies or documents created for convenience of

reference or research by District officers or employees

• Notes, journals, diaries, or similar documents created by a

District officer or employee for his/her own personal

convenience

• Blank forms, stocks or publications, and library and museum

materials acquired solely for the purpose of reference or

display

• Copies of documents in any media furnished to the public

under the Open Records Act or other state law


District Records Management Officer

• Know who this is in your district

• Assists in establishing policies & procedures

• Provides assistance to Custodians of Records to reduce costs and improve record-keeping efficiency

• Leads in preparation of records control schedules

• Take steps to ensure that District records of permanent value are preserved


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District Records Management Officer• Ensures that the maintenance, preservation,

microfilming, destruction, or other disposition of records is carried out in accordance with records management program and legal requirements

• Disseminates information regarding laws, rules, etc.

• Establish procedures to ensure that handling of records is carried out with due regard for duties and responsibilities of custodians that may be imposed by law and confidentiality of information in records to which access is restricted by law


Custodian of Records• Carry out policy and procedures established by the

District for efficient and economical management of

record and in carrying out requirements of the Act

• Adequately document transaction of District business

and services, programs, and duties for which they are

responsible

• Maintain records in their care and carry out preservation,

microfilming, destruction, or other disposition of

records in accordance with policies and procedures of

the District records management program


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Texas State Library and Archives

Commission Retention Schedules• Mandatory minimum retention periods

• District may extend retention beyond the minimum or

specify other documents in their local schedule

• www.tsl.state.tx.us/slrm/recordspubs/localretention.html

• SD = Records of Public School Districts

• Districts also use GR (All Governments) & TX (Records of

Property Taxation)

• Many districts adopt these schedules rather than create their

own


• At time listed on records control schedule filed with the State Library and

Archives Commission as expired or after the document has been

microfilmed or electronically stored in accordance with legal standards

• Record appears on a list of obsolete records approved by the State

Library and Archives Commission

• A destruction request is filed with and approved by the State Library and

Archives Commission for a record not listed on an approved control

schedule

• The district court issues an expunction order for the destruction or

obliteration of the records, pursuant to state law

• Records are exempt from scheduling or filing requirements or listed as

exempt by the State Library and Archives Commission

Texas Local Government Code §202.001 Intentional Destruction of District Record


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• A District record whose subject matter is known by the custodian to be the subject of litigation, audit or administrative review shall not be destroyed until the litigation is settled, the audit is completed or resolution of all issues

• A District record that is subject to a request under Chapter 552, Government Code, (Public Information Act) shall not be destroyed until the request is resolved

• A District record that is subject to a request to inspect or review under the federal Family Educational Rights and Privacy Act (FERPA)

Texas Local Government Code §202.002 Exception to Intentional Destruction of District Records

Texas State Library and Archives Commission Local Schedule SD

Texas State Library and Archives Commission

Retention Schedules Abbreviations

• AV = As long as administratively valuable

• CE = Calendar year end

• CFR = Code of Federal Regulations

• FE = Fiscal year end

• TAC = Texas Administrative Code

• US = Until Superseded

• LA = Life of Asset

Texas State Library and Archives Commission Local Schedule SD

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Texas State Library and Archives

Commission Retention Schedules• www.tsl.state.tx.us/slrm/recordspubs/localretention.html

• Review examples

• Questions


Records Storage• Retention period applies regardless of type of medium

• If maintained electronically, must also maintain hardware and software to

access the data during the retention period assigned to the records stored

• Can be maintain by microfilm or by paper

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Personnel Files Storage

• Manila folders

(plain or color)

• Pressboard folders

• Classification folders


File cabinets - vertical File cabinets - lateral

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• Storage systems

Contact Information

Myra Klinksiek

Email: [email protected]

Address: 4297 Grape Creek Road

Fredericksburg, TX 78624-7800

Phone: 830-992-7529

Irving ISD

ON-SITE RECORDS DESTRUCTION

OPR 701 10/2010

Name: Date:

Telephone: Email:

Department: Location: OPR:

Record Number:

Record Title:

Retention Period:

Record Description:

Date Range From – To

(mm/yr) Medium Close Date

Date Eligible for

Destruction Destruction Method

-

-

-

-

-

Departmental Certification/Request for Destruction

We certify that these district records are past the mandatory minimum retention periods specified by the

Texas State Library and Archives Commission Local Schedules SD, GR and TX and that all audit and administrative

requirements have been satisfied.

Caution: A district records may not be destroyed if any litigation, claim, negotiation, audit, open records request,

administrative review, or other action involving the record is initiated before the expiration of the retention period. The

record must be retained until completion of the action and the resolution of all issues that arise from it, or until the

expiration of the retention period, whichever is later.

Name (Print) Title (Print) Signature Date

Custodian:

Authorizing Official:

I hereby acknowledge that the records listed above have been destroyed by:

Send original, signed, form to the IISD Records Officer; copy must be maintained by department.

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knowing what to keep & when to toss€¦ · myra klinksiek retired personnel administrator...

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