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. In doing so, i also certify that the administrative rules for electronic records, adopted by the commission under. Infolinx web enhances texas state library and archives. Agencies may apply their own checksums to the files being transferred consult your it staff. Electronic records may include electronic mail email, websites, electronic publications, or any other machinereadable format. Study 16 terms records management chapter 7 flashcards. 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. Under the rmos guidance, a school must create or adopt a records retention schedule.
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. 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. With a published policy of providing ready access to the states archival resources, public records and library materials, some of which date. 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. 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.
Each record in a series is required to be kept for the same length of time. The record retention guide introduction businesses must maintain book and records so that an accounting of the business activities may be performed. Retain until superseded by a revised retention schedule, or until record series is no longer maintained, then destroy. 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. 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. Documents the maintenance of the programs computer systems and is used to insure compliance with any warranties or service contracts. 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. Tslac can provide agencies with tools for applying checksums if.
It doesnt matter if the record is contained on paper or if it is a digital record. Local schedule sd, retention schedule for records of. Government code the tslac records retention schedules. 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. A note about electronic records permanent records existing solely in electronic form are in danger of becoming inaccessible through media decay and hardwaresoftware obsolescence. 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. Electronic records may include local schedule sd page 2 of 41. It is a policy document that defines an organizations legal and compliance recordkeeping requirements.
Records retention guidelines 7 years following disposition,termination, or pay off please note that this table should only be used as a guide. 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. See a chart of recommended schedules for various types of local government offices. The destruction process is initiated by the passage of time, allowing for automatic deletion andor removal from onbase. 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.
A school districts record is grouped with records that are similar. Army corps of engineers guidelines and standards for implementation of electronic document management systems edms unavailable for any changes for legal reasons. Record retention schedule anaheim, ca official website. 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. Zasios easytouse electronic records management software will help you effortlessly manage all of your business records. Texas state agencies and public universities are required to submit their retention schedules to tslac on a timetable established by administrative rule. The length of time each document, or record, will be retained as an active record. Apr 05, 2016 statewide enterprise solution includes unmatched flexibility. University records retention schedule urrs is adopted as an administrative rule of the texas state library and archives commission tslac.
A records retention schedule is the cornerstone of an effective records management program. 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. 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. We secure and preserve district records in accordance to the texas state library and archive commission tslac retention schedules. Today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the implementation of infolinx web at tslac. Local government record retention schedules georgia archives. Agency records retention schedule amendment approved for use. Rmg oversees dfpss records retention schedule as approved by the texas state library and archives commission tslac.
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. 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. Records retention schedule fundamentals iron mountain. We have adopted records control schedules that comply with minimum requirements established on records retention schedules issued by the tslac. Infolinx web enhances texas state library and archives commission tslac physical records management software statewide enterprise solution includes unmatched flexibility kensington, md prweb today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the continued improvement. This retention schedule indicates minimum length of time records series must be retained by a public university or institution of higher. 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. Records management texas state library and archives.
University records retention schedule urrs 1st edition. Records management software our software meets the records management needs and information governance challenges all businesses face. Records retention schedules for all local government agencies. Records retention schedules further ensure that obsolete documents are disposed of in a controlled setting.
Slrm assists state and local officials with training, resources, guidelines, and consultation to ensure that government information is stored, retained, and made accessible. Department of administrative services general schedules. 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. If the retention period of electronic records is extended to meet requirements of an audit, litigation, public information act request, etc. Zasios premier software solutions do the heavy lifting, no matter the capacity of your records management and retention scheduling needs. Common record categories include records, such as budget and accounting records, which may be created by any local government agency. Records retention schedule slr 105 form slr 105c must accompany this form. Reason for its retention financial, legal, historical. 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. This schedule provides retention periods for records created by local governments.
Information technology retention schedule dcj4 multnomah. 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. The official record series title and description of that record. Record retention and management 101 technotes blog. No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. All records retention schedules approved by the local records committee are provided below. Virgo records retention schedule software informs you of information governance requirements that include retention, privacy, storage, location, format and more. Today, infolinx system solutions, a leading provider of enterprise physical records management software, announced the continued improvement and enhancement of infolinx web at tslac. Software film usbs policies and procedures per tslac local retention schedules electronic records text messages, emails, etc. Records retention schedule information governance solutions. Local government common records retention schedule core local government records retention schedules by type of agency. A current records retention schedule is a critical component of any records management program. Transferring electronic records texas digital archive.
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. Versatile retention is a complete schedule management and research solution that gives your business total control over your retention schedule. 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. Versatile record retention software compliance zasio. The onbase solution for records retention manages the retention and destruction of stored documents according to predefined schedules for each document type. 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. The retention period for a record applies to the record regardless of the medium in which it is maintained. The state and local records management division slrm provides an infrastructure for managing texas public records. Retention and information governance software that is scaleable with your business needs through valuable add on extensions. Records retention schedules records management software by. Texas retention schedule for public safety agency records. 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. Records disposition log tslac use this form to identify disposed of shredded or stored records.
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. Use this schedule for records retention periods common to all local goverments. 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. 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. 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.
Retention schedule for records of public safety agencies this schedule establishes mandatory minimum retention periods for records commonly found in public safety agencies. Home federal records management general records schedules grs take me to the grs. Description, retention legal citation computer system maintenance records dcj4001. Both the urrs and rrs should be used by universities when developing their own schedule for approval by tslac. 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. 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. A single records retention schedule will include the following elements. The destruction of all official txdot records must be documented on an approved form 1420. To protect the integrity of the records in the transfer process all files must have checksums calculated and applied prior to being transferred. This form must be used if the materials being shredded contain sensitive, confidential information. The urrs does not take the place of a universitys retention schedule but is to be used by the university to create and update its schedule. You should consult with your attorney and insurance carrier when establishing a record retention policy. This retention schedule indicates the minimum length of time listed records series must be retained by a. Each published webinar provides a downloadable certificate of completion.
The records management department operates under procurement services. Your district can create their own retention schedule, adopt tslac s schedules, or do a mixture of both. We assist district campusesdepartments in developing their records management plans and with student transcript requests. Electronic records storage certification andrea campos. 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. Takes you to our retention schedule help page, which explains what retention schedules are and how they work. In 2006 the city of houston filed an slr 508 declaration of compliance certifying that 1. Additionally, the urrs does not replace the texas state records retention schedule rrs. Records used in the procurement of system hardware and software including request for proposals. Local government records retention schedules washington. State and local government records management training.
On completion of an assessment, tslac will work with the agency to determine the necessary next steps and timeline for accession of the records. 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. This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system. Local government records retention schedules alphabetical list. Texas state records retention schedule revised 4th. 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.
Local schedule sd texas state library and archives. Slr 105 state of texas form slr105c must 1 page 36 of 104. Records retention and document retention software hyland. Records retention schedule a form used to identify the length of time a record must be retained before final disposition. If changes need to be made, then the record is copied, changes are made, and the result is a new record. 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. Your district can create their own retention schedule, adopt tslacs schedules, or do a mixture of both. An inventory of all stored records is needed to prepare a records retention schedule. Records retention and destruction its important to have. 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. 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. Districts must ensure that the local record control schedule meets these minimum retention periods.
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