Thanks for the opportunity to give this presentation on Records Management and Retention strategies for Texas schools. Attending from RCI are:

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2 Thanks for the opportunity to give this presentation on Records Management and Retention strategies for Texas schools. Attending from RCI are: Dan Gibbens Brad Adney President & CEO Sales Manager 2

3 Records in General Regulatory Environment Best Practices New Record Storage Requirements Questions & Answers 3

4 So, what is a Record? Preprinted forms filled out Computer generated documents School published materials Test sheets Attendance sheets Video Surveillance Memos Faxes s Notes Nurse s pass Web page Almost anything placed, printed, recorded, written of annotated on paper, electronic media, or in a computer system can be a record. 4

5 In general Each record has a life span that can last from one day to permanent. There is only one record copy of any record. All records are technically active until they are destroyed. Each record has a minimum retention period. 5

6 In simplest terms, a good Records Management System should Maintain records per regulation Reduce/minimize liability Provide for efficient and timely access 6

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8 A good Records Management System would have established procedures to Control Identify Catalog Store Retrieve Destroy records as they move through their life span. 8

9 Mandated Compliance as per Government Code, Sec Local Government Records Act 1989 Open Records Act (Government Code, Chapter 552) Designated Authority: Texas State Library & Archives Commission (TSLAC) Mandatory minimum retention periods for each type of local government, including a schedule for records common to all types of local governments. NO LOCAL GOVERNMENT OFFICE MAY DISPOSE OF A RECORD LISTED IN THE SCHEDULE PRIOR TO THE EXPIRATION OF ITS RETENTION PERIOD. 9

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11 Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under its authority, is a Class A misdemeanor and under certain circumstances, a third degree felony. (Penal Code, Section 37.10) 11

12 Each Local Government Entity must have Published Records Policy Approved Records Control Schedule Designated Records Management Officer (RMO) By Position*, and By Name* *Updates required when RMO changes 12

13 Records Common to All Local Governments (GR) Records of Elections and Voter Registration (EL) Records of Property Taxation (TX) Records of County Clerk (CC) Records of District Clerks (DC) Records of Public Health Agencies (HR) Records of Justice and Municipal Courts (LC) Records of Public Safety Agencies (PS) Records of Public Works and Services (PW) Records of Utility Services (UT) Records of Public School Districts (SD) Records of Public Junior Colleges (JC) 13

14 Records Common to All Local Governments (GR) (4th Edition, April 03, 2011) Changes & Additions 24 New Records Series 132 Changes to Existing 11 LONGER Retention Requirements LONGER RETENTIONS INCLUDE: Public Relations Records Public Information Act Requests Federal Revenue Sharing Records Employee Benefit Plans Master Payroll Register Subsidiary Registers Leave Requests Leave Records Registers Maint. Repair & Inspection Records Facility Chemical Lists (MSDS) Electronic Records Training Records 14

15 Don t keep what you are not required to keep Under the Public Information Act, you are liable for any record maintained and the District can be subpoenaed to produce the record. Destroy records as soon as they meet their retention requirement No record may be destroyed, even if it has reached its retention limit, if the record is known to be subject matter in any kind of litigation. 15

16 Utilize a Filing System that Facilitates Records Management File by Fiscal Year File by similar type record Provide detail description of records Migrate the records annually Current FY to Previous FY to Retired to Records Retention Center (RRC) 16

17 District-level Responsibilities Train staff to follow the District policy Use TSLAC schedules and records series to determine record groupings Publicize the Records Management Officer Encourage and support a filing system that facilitates the Records Retention Program 17

18 Helpful Tips at District Level Establish a Records Retention Center and collect retiring records annually Clearly mark working copies, reference copies, and input copies so they are not considered as a record copy Maintain record copy of permanent records separate from administrative files Control/manage distribution of copies, e.g. keep record copy in master file and mark others as copies 18

19 Helpful Tips at District Level Provide clear description of records to help in retrieval and storage File by like type record as much as possible Establish fiscal year files for permanent records such as personal files (Inactive) to facilitate retirement of records to RRC 19

20 Campus-level Responsibilities Maintain proper control for records Know and adhere to District policy Do not destroy records without authorization Utilize filing systems that facilitate the records management process Ensure retiring records are properly prepared for migration to Records Retention Center annually 20

21 Helpful Tips at Campus Level Establish means to identify those student records with custody documents in them One copy of documents produced for public distribution must be kept permanent (yearbooks, newsletters, code of conduct, etc.) Clearly mark those records that are copies of the record copy Do not mix regular student files with special program files 21

22 Helpful Tips at Campus Level Insure students birth date is on Student Accident Reports Separate school financial records from student related records Separate permanent portion of student cumulative folder upon graduation 22

23 Bulletin F Records Storage Standards Outlines requirements for government entities storing paper records with permanent retention requirements. Effective date will be two years after date of adoption. (Adopted April 7, 2013, 38 TexReg 2098) 23

24 Local Government Bulletin B Electronic Records Standards and Procedures Outlines several requirements for government entities wishing to store their records in an electronic format. TSLAC Authorization: Valid/complete SLR504 Records Control Schedule and/or SLR508 Declaration of Compliance Electronic Records Storage Policy in place for maintaining and producing documents 100% Visual Quality Control on every image and index Ongoing Records Inventory Management 24

25 Typical Benefits Reduced Physical Storage Space Improved and Efficient Access Reduced Risk of Lost Documents Increased Compliance 25

26 Cost Variables Volumes of Images/Files Condition of Documents Nature and Complexity of Indexes 26

27 Typical Rates Step in the Process By the Image By the File File Purging $0.75 $2.25 Document Preparation $0.02 $0.05 Document Scanning $0.05 $0.12 File Indexing $0.15 $0.75 Bottom Line Total Costs Student File $1.50 $4.50 Personnel File $2.50 $6.50 Business Image $0.08 $

28 Bulletin F Records Storage Standards Required Minimum Storage Conditions: Protection from fire, water, steam, structural collapse, unauthorized access, theft, and other similar hazards Does not expose records to direct sunlight Records or storage boxes cannot be stored in contact with floor 28

29 Bulletin F Records Storage Standards Required Minimum Storage Conditions (continued) If storage area constructed after effective date of April 7, 2015, the facility must have operational fire detection system or be in compliance with local fire codes. Facility cannot be in a 100 year flood plain area unless the floor of the facility is at least 5 feet above the 100 year flood level. 29

30 Bulletin F Records Storage Standards Optional Enhanced Storage Conditions: Records should be stored in an area that has: An operational fire suppression system Adequate environmental controls A pest management program Appropriate shelving Records should be covered or housed in acid neutral boxes 30

31 Bulletin F Records Storage Standards Optional Enhanced Storage Conditions (continued) Ultraviolet filtering shields should be affixed to any fluorescent lights or windows If an HVAC system is in use, it should not be turned off and setting should not be changed for nights and weekends 31

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