Records disposition log tslac use this form to identify disposed of shredded or stored records. Each published webinar provides a downloadable certificate of completion. Records retention schedules records management software by. Home federal records management general records schedules grs take me to the grs. Local government records retention schedules alphabetical list. The state and local records management division slrm provides an infrastructure for managing texas public records. The primary objective of cadence groups records retention schedule development methodology is to support simplified records retention practices, so that employees can easily use, and management can easily administer, the schedule. Retain until superseded by a revised retention schedule, or until record series is no longer maintained, then destroy. Local schedule sd page 3 of 41 local schedule sd is also for the use of active offices of county superintendents of schools and county departments of education. Retention and information governance software that is scaleable with your business needs through valuable add on extensions. Agency records retention schedule amendment approved for use. Local government records retention schedules washington. The retention period for a record applies to the record regardless of the medium in which it is maintained.
This retention schedule indicates the minimum length of time listed records series must be retained by a. Each ain will begin with the 4 digit department rman number, and will be followed by a 2 digit number starting with 01 and will continue in sequence for the remaining number of records listed on that departments retention schedule. Record retention and management 101 technotes blog. Your district can create their own retention schedule, adopt tslac s schedules, or do a mixture of both. If two or more records listed in the net rma records retention schedule andor the tslac records retention schedules are maintained together and are not severable, the combined record must be retained for the length of time of the component with the longest retention period. You should consult with your attorney and insurance carrier when establishing a record retention policy. Description, retention legal citation computer system maintenance records dcj4001. Infolinx web enhances texas state library and archives. A records retention schedule is the cornerstone of an effective records management program. Records retention schedule information governance solutions. Kensington, md prweb june 17, 2015 today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the implementation of infolinx web at tslac. Versatile retention is a complete schedule management and research solution that gives your business total control over your retention schedule. A single records retention schedule will include the following elements.
Slr 105 state of texas form slr105c must 1 page 36 of 104. University records retention schedule urrs 1st edition. Virgo records retention schedule software informs you of information governance requirements that include retention, privacy, storage, location, format and more. We have adopted records control schedules that comply with minimum requirements established on records retention schedules issued by the tslac. Local schedule sd texas state library and archives. Electronic records storage certification andrea campos. We assist district campusesdepartments in developing their records management plans and with student transcript requests. If changes need to be made, then the record is copied, changes are made, and the result is a new record. A school districts record is grouped with records that are similar. The retention periods for the records of abolished offices of county superintendents of schools, some of which may be in the custody of local education agencies, are given in part 6 of local. Record retention schedule for individuals it is important to keep your personal records for the purposes of tax return preparation, personal use, and emergency situations. Records retention schedules further ensure that obsolete documents are disposed of in a controlled setting. A records retention schedule serves as a vital policy document that lists the various titles of records series paper and electronic, length of time each record shall be retained, reason for its retention i.
This form must be used if the materials being shredded contain sensitive, confidential information. Reason for its retention financial, legal, historical. Tslac will accept state agency records that have been scheduled as a archival on an approved records retention schedule and, when appropriate, records that are. The records retention schedule is grouped by types of records common to most workgroups, followed by those records that are unique to specific divisions or district functions. With a published policy of providing ready access to the states archival resources, public records and library materials, some of which date back to the 18th century.
Use this schedule for records retention periods common to all local goverments. Records management texas state library and archives. Dfps certified records retention schedule 105, view schedule dfps records disposition log form 47, logs or similar records listing records destroyed or transferred to the archives and information services division, texas state library and archives commission, showing records series title, dates of records, and date destroyed or transferred. The destruction process is initiated by the passage of time, allowing for automatic deletion andor removal from onbase.
If the retention period of electronic records is extended to meet requirements of an audit, litigation, public information act request, etc. This retention schedule indicates minimum length of time records series must be retained by a public university or institution of higher. A records retention schedule is a document that identifies and describes a state agencys records and the lengths of time that each type of record must be retained. Agencies may apply their own checksums to the files being transferred consult your it staff. Texas state records retention schedule revised 4th. The records management program is responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records required in the operation of a state agency. This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system. Slrm assists state and local officials with training, resources, guidelines, and consultation to ensure that government information is stored, retained, and made accessible. Each record in a series is required to be kept for the same length of time.
Records retention schedule slr 105 form slr 105c must accompany this form. Rmg oversees dfpss records retention schedule as approved by the texas state library and archives commission tslac. The law provides further that each schedule must state the retention period prescribed by federal or state law, rule of court, or regulation for a record for which a period is prescribed. Electronic records may include local schedule sd page 2 of 41. The onbase solution for records retention manages the retention and destruction of stored documents according to predefined schedules for each document type. Records retention and destruction its important to have firm policies in place october 21, 2007 november 21, 2012 hcn staff 4288 views practice administrators often call us overwhelmed with seemingly endless piles of records, asking us what must be retained, and for how long. If records are stored electronically, they must remain available and accessible until the retention period, along with any hardware or software required to access or read them. Common record categories include records, such as budget and accounting records, which may be created by any local government agency. Army corps of engineers guidelines and standards for implementation of electronic document management systems edms unavailable for any changes for legal reasons. Today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the continued improvement and enhancement of infolinx web at tslac. Records retention and destruction its important to have. An inventory of all stored records is needed to prepare a records retention schedule. Texas retention schedule for public safety agency records. Records retention schedule a form used to identify the length of time a record must be retained before final disposition.
Record series title executive orders any document that initiates, rescinds, or amends a regulation, policy, or procedure that governs the programs, services, or projects of an agency calendars, appointment and itinerary records legal opinions and advice 7. Texas state agencies and public universities are required to submit their retention schedules to tslac on a timetable established by administrative rule. Districts must ensure that the local record control schedule meets these minimum retention periods. The destruction of all official txdot records must be documented on an approved form 1420. Government code the tslac records retention schedules. See a chart of recommended schedules for various types of local government offices.
The length of time each document, or record, will be retained as an active record. With a published policy of providing ready access to the states archival resources, public records and library materials, some of which date back to the 18th century, the. Takes you to iaras contact page, where you can send an email to any of our divisions if you need help with a specific records topic. Both the urrs and rrs should be used by universities when developing their own schedule for approval by tslac. To protect the integrity of the records in the transfer process all files must have checksums calculated and applied prior to being transferred. With a published policy of providing ready access to the states archival resources, public records and library materials, some of which date. Records retention and document retention software hyland. The records retention schedule ensures the proper retention and disposal of all dfps records, and rmg ensures staff are trained on and comply with the schedule and. The record retention guide introduction businesses must maintain book and records so that an accounting of the business activities may be performed. Local government record retention schedules georgia archives. Records retention schedule fundamentals iron mountain.
Additionally, the urrs does not replace the texas state records retention schedule rrs. Tslac can provide agencies with tools for applying checksums if. The records management department operates under procurement services. The official record series title and description of that record. Your district can create their own retention schedule, adopt tslacs schedules, or do a mixture of both. Transferring electronic records texas digital archive. If records are stored electronically, they must remain available and accessible until the retention period assigned by this schedule, along with any hardware or software required to access or read them. It is a policy document that defines an organizations legal and compliance recordkeeping requirements.
On completion of an assessment, tslac will work with the agency to determine the necessary next steps and timeline for accession of the records. Study 16 terms records management chapter 7 flashcards. Records retention schedules for all local government agencies. Retention schedule for records of public safety agencies this schedule establishes mandatory minimum retention periods for records commonly found in public safety agencies. With a published policy of providing ready access to the states archival resources, public records and library materials, some of which date back to the 18th century, the procurement of the. My favorite holds an incredibly special place in my heart, for this series encapsulates the essence of good records management and the goal of accessibility. We secure and preserve district records in accordance to the texas state library and archive commission tslac retention schedules. Across 12 local retention schedules and 152 certified and unique state agency retention schedules, there are a lot of series to choose from for your favorite. Department of administrative services general schedules. Documents the maintenance of the programs computer systems and is used to insure compliance with any warranties or service contracts. This schedule provides retention periods for records created by local governments. 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. Local government common records retention schedule core local government records retention schedules by type of agency.
Some records listed in this schedule are maintained electronically in many offices, but electronically stored data used to create in any manner a record or the functional equivalent of a record as described in this schedule must be retained, along with the hardware and software necessary to access the data, for the retention period assigned to. Unless these retention schedules have been adopted by your local government by filing a declaration of compliance form slr 508, the retention periods listed in the schedules may not be used for the destruction of your records. Record retention schedule anaheim, ca official website. Records values may be rated as one of four categories nonessential records are not worth keeping useful records are kept for shortterm storage important records are kept for longterm storage vital records are kept for permanent storage 2. It doesnt matter if the record is contained on paper or if it is a digital record. Records retention guidelines 7 years following disposition,termination, or pay off please note that this table should only be used as a guide. Versatile record retention software compliance zasio. Virgo assures the rim professional that the records retention policy meets legal scrutiny for not only retention but critical disposition of highly charged and sensitive data. Zasios easytouse electronic records management software will help you effortlessly manage all of your business records. In doing so, i also certify that the administrative rules for electronic records, adopted by the commission under. All records retention schedules approved by the local records committee are provided below.
Records used in the procurement of system hardware and software including request for proposals. A note about electronic records permanent records existing solely in electronic form are in danger of becoming inaccessible through media decay and hardwaresoftware obsolescence. Information technology retention schedule dcj4 multnomah. A current records retention schedule is a critical component of any records management program.
Amendment 1 to your agencys 4th recertification ofyour records retention schedule is approved for use as of august 8, 2016 your currently records retention schedule and all amendments are available on our website at. Software film usbs policies and procedures per tslac local retention schedules electronic records text messages, emails, etc. Records management software our software meets the records management needs and information governance challenges all businesses face. Apr 05, 2016 statewide enterprise solution includes unmatched flexibility. Local schedule sd, retention schedule for records of. Under the rmos guidance, a school must create or adopt a records retention schedule. The texas state records retention schedule rrs is adopted as an administrative rule of the texas state library and archives commission and supersedes the schedule of september 1, 2007. Today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the implementation of infolinx web at tslac.
Kensington, md prweb april 05, 2016 today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the continued improvement and enhancement of infolinx web at tslac. Zasios premier software solutions do the heavy lifting, no matter the capacity of your records management and retention scheduling needs. Kensington, md prweb today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the continued improvement and enhancement of infolinx web at tslac. University records retention schedule urrs is adopted as an administrative rule of the texas state library and archives commission tslac. Until we find a new system to host the full selfpaced courses, you can check out a list of all of our training opportunities, such as inperson courses held in austin, regional trainings, and of course free webinars available to view at any time. Harris county records control schedule county wide records management program all offices except county clerk, district clerk, and tax assessorcollector october 15, 2019 page 3 of 98 100206 program administration records of the formulation, planning, and. A company implements a records retention schedule in order to ensure that its records are kept as long as legally and operationally required and that obsolete records are disposed of in a systematic. No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. In 2006 the city of houston filed an slr 508 declaration of compliance certifying that 1. State and local government records management training. Electronic records may include electronic mail email, websites, electronic publications, or any other machinereadable format.
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